TABLE OF CONTENTS
- Introduction
- Definitions and Abbreviations
- Purpose and Scope of the Quality Management System
- Stakeholders and Their Expectations
- Processes and Documentation of the Quality Management System
- Principles of the Quality Management System
- Risk and Opportunity Management
- Resources and Support
- Communication and Awareness
- Internal Audit
- Management Review
- External Audit
- Continual Improvement
- Appendix 1: References: Documents and Legislation
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Introduction
The Quality Manual of the Estonian Maritime Academy (EMERA) describes EMERA’s Quality Management System (QMS) established in conformity with the ISO 9001 standard. The purpose of the document is to provide a comprehensive overview of the principles, objectives, and processes of EMERA’s QMS and to ensure their consistent implementation throughout the organization.
EMERA’s Quality Manual is intended for all EMERA employees, the management team, students, and cooperation partners. The purpose of the manual is to ensure that all parties understand the principles, objectives, and processes of EMERA’s QMS and consistently apply them in their daily work and decision-making. The document serves as a guide to help employees implement the quality policy, enable students to understand the quality assurance system, and provide collaboration partners a comprehensive overview of the structure and functioning of EMERA’s QMS.
EMERA is a school-level academic unit of Tallinn University of Technology and operates according to the same principles as a school. EMERA has all the rights and obligations of both a school and a department, unless otherwise specified in the university’s Statutes or the Statutes of the Estonian Maritime Academy.
EMERA is the only internationally recognised competence centre of its kind in Estonia, providing maritime education at multiple higher-education levels and fostering maritime research and development.
EMERA’s mission is
- to train recognized maritime experts in the maritime field,
- to contribute to maritime research and development,
- and to provide services to the maritime sector.
EMERA’s vision is to become an internationally recognised and highly regarded centre of excellence in the maritime field.
According to the Maritime Safety Act:
- A maritime educational institution shall have an audited quality system that conforms to the requirements of the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers.
- The QMS is presumed to conform to the requirements if the system is established in accordance with the ISO 9001 standard and the requirements of the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, and if the quality system has been duly certified. The head of the quality system audit team or the engaged expert shall hold a ship’s officer qualification and be familiar with the relevant legislation.
- The scope of the quality system shall cover formal education (vocational and higher education) and continuing education for crew members, the purpose of which is the award of qualifications provided for in the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers and the International Convention for the Safety of Life at Sea, or the acquisition or assessment of the knowledge and skills prescribed by the aforementioned Conventions.
- A maritime educational institution shall submit a report on the external audit of its quality system to the Transport Administration within one month of the completion of the external audit. The first independent external audit of the quality system shall be conducted within three months of the commencement of training activities or the assessment of knowledge and skills.
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Definitions and Abbreviations
Quality Management System (QMS) means a management system through which an organization directs and controls its activities with respect to quality.
Top management means the Director and Deputy Directors of the Estonian Maritime Academy.
Quality objectives means the objectives defined in the EMERA’s action plan that support continual improvement.
Clients means students in formal and continuing education, as well as organizations that commission training. EMERA’s research and development clients means companies or organizations that commission EMERA’s research and knowledge services.
Documented information means information that is managed and retained in accordance with the Records Management Rules of Tallinn University of Technology.
Document Management System (DMS) means the university’s electronic document management system.
TalTech means Tallinn University of Technology.
MR means management review.
TA means Transport Administration
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Purpose and Scope of the Quality Management System
EMERA’s QMS has been established to ensure compliance with the requirements of the Maritime Safety Act and with the ISO 9001 standard The scope of the system covers maritime higher education, continuing education, and research and development activities.
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Stakeholders and Their Expectations
The main stakeholders are students, staff, international and national regulatory authorities, the university, clients, and partners. Their expectations are identified and evaluated regularly in the course of directorate meetings and management reviews.
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Processes and Documentation of the Quality Management System
The QMS processes encompass management, formal education, continuing education, and research and development activities. All processes are governed by the internal rules and guidelines of Tallinn University of Technology and EMERA.
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Principles of the Quality Management System
EMERA’s QMS is guided by the following principles: customer focus, leadership, employee engagement, a process-based approach, risk-based thinking, continual improvement, and evidence-based decision-making.
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Risk and Opportunity Management
The aim of risk management is to identify and address factors that could affect the achievement of EMERA’s objectives. Risk assessments are performed regularly at top management meetings and in alignment with the university’s risk management framework.
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Resources and Support
EMERA ensures the provision of the resources, infrastructure, and support services necessary for the effective operation of the QMS, in accordance with the procedures established by TalTech.
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Communication and Awareness
Information at EMERA is communicated through meetings, newsletters, and information systems. Staff and students are informed of the principles of the QMS and their role in ensuring the effective implementation of the system.
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Internal Audit
Internal audits are conducted at least once a year to evaluate the compliance of the QMS with ISO 9001 requirements. The results of the audits are documented and disseminated to the directorate and staff.
Preparation for an internal audit
- An internal audit plan, along with the auditors and persons responsible, shall be approved by the Director by an order.
- During the preparation of an internal audit, the head of the audit team shall be appointed, the team’s responsibilities shall be defined, the audit questionnaire shall be prepared, and the date, time, and location of the audit shall be agreed upon.
Conducting an internal audit
- An internal audit begins with an opening meeting conducted by the audit team, in accordance with the guidelines provided in the ISO 9001 standard.
- An audit is carried out using interviews, observations, and review of documented information as key methods. An internal audit serves as a conformity assessment.
- Auditees are responsible for providing the audit team with all necessary materials without delay.
Preparation and distribution of internal audit reports
- The audit team prepares an audit report based on the results of the internal audit. The report is sent to the auditees for review and comment. Any unresolved disagreements are noted in the report. However, auditors are not required to modify the report accordingly. The internal auditors then sign the final report in the DMS.
- The signed audit report must be submitted to the auditees and the Director. Internal audit reports are stored in the DMS.
After all internal audits have been conducted, the person designated by the Director in the internal audit plan shall prepare.
- a consolidated internal audit report and sign it digitally in the DMS.
- internal audit registers covering
- observations and improvements
- good practices
- nonconformities and corrective actions
- risks
including persons responsible and deadlines.
The person designated by the Director and listed in the internal audit plan shall present the internal audit reports, along with the consolidated report, to the Directorate, the EMERA Council, and EMERA staff.
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Management Review
A MR is conducted at least once a year to ensure the continued suitability, adequacy, and effectiveness of the QMS. Appropriate improvement actions are determined based on the results of the review. A MR aims to ensure that the QMS is suitable, adequate, and effective, and that it continues to support EMERA’s strategic objectives. A MR must meet all requirements of the ISO 9001 standard applicable to management reviews. A MR should be carried out at least once a year, preferably prior to the external audit. A MR report is prepared by EMERA’s top management, MR reports shall be signed by the Director and stored in the DMS.
EMERA’s top management shall present the MR report to the Directorate, the EMERA Council, and EMERA staff.
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External Audit
An external audit is carried out by an independent auditing firm. The objective of an internal audit is to evaluate the implementation and effectiveness of EMERA’s QMS, verify the compliance of EMERA and its activities with national and international requirements, and assess the conformity of the QMS with applicable standards and legislation.
The employee appointed by the Director is responsible for administering and coordinating the certification of EMERA’s QMS and the conduct of external audits at EMERA. External audit reports are registered and stored in the DMS.
The employee appointed by the Director shall submit the external audit report to the TA within one month of its receipt by EMERA.
EMERA’s top management shall present the external audit report to the Directorate, the EMERA Council, and EMERA staff.
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Continual Improvement
EMERA drives continual improvement by conducting internal and external audits, collecting feedback, and monitoring the achievement of quality objectives.
Opportunities for improvement identified during internal and external audits shall be documented in the register, along with the persons responsible and deadlines.
The Director, together with the Deputy Directors, shall monitor nonconformities, risks, observations, and opportunities for improvement identified during internal and external audits. All findings must be addressed or commented on no later than the end of the calendar year in which the audit was conducted.
14. Persons responsible for the Quality Manual:
14.1 Office Manager: responsible for managing the Quality Manual;
14.2 Director: responsible for ensuring the Quality Manual is implemented, applied and followed.