At Navoi State University, reliable and comprehensive data collection and analysis processes are established as a key component of the internal quality assurance system. The university recognises that informed decision-making and continuous improvement of educational programmes and institutional services depend on accurate, up-to-date information.
Data collection policy
At Navoi State University, information management and systematic data collection are considered essential components of institutional governance, quality assurance, and educational development. The University collects, monitors, and analyses a wide range of data that reflects the performance of students, staff, and academic programs, as well as the overall institutional environment. The primary purpose of this process is to ensure transparency, support informed decision-making, and provide evidence for continuous improvement.
The university’s Information Transparency Data Collection System ensures the systematic collection, monitoring, and analysis of the following indicators:
Key Performance Indicators (KPIs) for academic and administrative activities;
Student population profiles by age, gender, region, and international enrolment;
Student progression, retention, and drop-out rates for all study programmes;
Students’ satisfaction levels with academic programmes, learning resources, and support services, gathered through regular surveys and feedback mechanisms;
Availability and utilisation of learning resources and student support services;
Employment rates and career paths of graduates, tracked through graduate destination surveys and employer feedback.
The process begins with data collected at the point of admission. Each academic year, the University records the number of applicants, the passing scores, the distribution of state-funded and contract-based places, and the demographics of admitted students. This information is used not only for planning future admission quotas but also for analysing trends such as gender balance, regional representation, and equity of access. Once students are enrolled, the University continues to monitor their academic journey, paying close attention to progression rates from one year to the next, retention and dropout figures, as well as the average duration of study. Such indicators are critical for identifying potential risks, improving student support services, and increasing completion rates.
Graduation outcomes are another important focus of data collection. The University maintains detailed records of the number of graduates each year, distinguishing between those who graduate on time and those who require an extended study period. Beyond graduation, career tracking initiatives are carried out to determine the employment rate of alumni, their entry into the labor market, and the relevance of their jobs to the degrees earned. This information serves as an important reference point for both current and prospective students, as well as for employers and accreditation bodies.
Navoi State University also places emphasis on student experience and satisfaction. Regular surveys are conducted to collect feedback on teaching quality, academic support, learning resources, campus infrastructure, and digital services. The results of these surveys are systematically analysed and shared with faculties and departments in order to develop responsive action plans.
In addition, the University monitors the level of English language proficiency among students and staff, as internationalisation remains a strategic priority. Records of language test results, participation in exchange programs, and the number of courses offered in English are regularly updated and evaluated. Research and community engagement activities are also carefully documented. Student proposals, progress reports, and faculty-led initiatives are tracked in order to assess the scope of research productivity and the contribution of the University to regional and national development goals.
All data collection activities are supported by a modern digital infrastructure that ensures accuracy, security, and accessibility. The centralised electronic database (Hemis platform) allows authorised staff to retrieve academic records, administrative information, and performance indicators when needed. At the same time, strict policies regulate the handling of personal and private data, ensuring confidentiality and compliance with national regulations. Only authorised personnel have access to sensitive records, and data is stored with multiple layers of security to prevent unauthorised use.
Various data collection methods are employed, including institutional surveys, student and staff questionnaires, focus groups, statistical reports from the Hemis platform, and internal academic performance monitoring systems.
The Registrar’s Office plays a central role in managing student-related academic information. It is responsible for maintaining accurate records of student enrollment, course registration, academic progression, examination results, credit accumulation, and graduation requirements. This data enables the University to calculate progression rates, monitor retention, and generate reliable statistics for internal and external reporting.
Information related to faculty and teaching staff is managed separately by the Human Resources (HR) Department. HR maintains records on academic qualifications, professional development and performance appraisals of lecturers. These data sets are used for staff evaluation, workload planning, and compliance with quality assurance frameworks.
Oversight of the entire Hemis system is carried out by the University Centre for Digital Learning Technologies and IT, which functions as the administrator of the platform. The IT Centre ensures the stability, security, and proper functioning of the system, as well as continuous monitoring of data flow. It is responsible for managing access rights and safeguarding sensitive information, thereby ensuring that only authorised staff can access specific categories of data.
Both student and faculty personal information is stored in the personal data panel of the Hemis platform. This includes demographic details, identification information, and other confidential records. The University applies strict privacy policies to protect this data, ensuring compliance with national data protection regulations. Access to personal data is limited, and all information is treated with a high level of confidentiality to prevent unauthorised use or disclosure.
Students’ satisfaction survey
Study-Unit evaluation
The University aims to offer the best possible environment and learning experience to its students, in order to enable them to perform at their full potential. Students play a critical role in the evaluation, development and enhancement of the quality of this learning experience. Feedback from students allows the University to evaluate how its service provision is perceived by its most important group of stakeholders, i.e. its students. Besides providing students with an opportunity to comment on the quality of the learning and teaching environment at the University, feedback ensures that academic members of staff and Boards of Studies are made aware of problems encountered by students, and provides an opportunity for self-evaluation and revision, where necessary.
To formalise and strengthen this process, NSU has developed a Student Feedback Policy aimed at ensuring that student opinions are systematically collected, reviewed, and acted upon as part of the continuous quality assurance process. University Council in collaboration with the Union of Youth and student organisations, continues to work towards improving engagement with feedback activities.
The outcome/results of the study-unit feedback are presented to the Dean, Head of Department and academic members of staff, and when areas for improvement are identified the academic member of staff concerned is asked to indicate the action to be taken. Whilst every suggestion is valuable, the importance of statistical significance cannot be overlooked.
The study-unit feedback survey is conducted throughout the year through a questionnaire which consists of closed-ended questions and a free-text section which allows students to submit any further comments. Feedback can be submitted either before or after the assessments are held via Google forms or the submit their feedback on papers without writing their names anonymously.
End-of-programme feedback
The end-of-programme survey is a quality assurance tool that provides information about students’ learning experience throughout the programme. The data gathered feeds into the Annual and Periodic Programme Review and is used to improve existing programmes.
For the purpose of this exercise, Google Form is used to gather feedback from students. End-of-programme feedback is received following the publication of the students’ final classification for the graduation period. Through the end-of-programme survey, the University is able to assess the quality of the learning experience of the students and whether students feel prepared for the world of work.
Graduates who complete the questionnaire are anonymous as they are not required to disclose their names or any other personal details at any stage. The reports which are generated through Google Forms do not include any personal details, and feedback cannot be traced back to the particular student. Results are compiled into reports, which are then sent to Deans/Directors of the respective Faculties and Heads of Departments. Suggestions to improve programs are considered during meetings of the University Council and are discussed during the Annual and Periodic Program Review. Student representation on various boards and committees, both at the institutional level, also facilitates student input, feedback, and conversation.
Student Progression Rate
Navoi State University (NSU) ensures student progression through a structured and transparent system aligned with national higher education regulations and the university’s internal academic policies. Progression decisions are merit-based and rely on continuous assessment of academic performance, credit completion, and fulfilment of programme requirements.
The process is supported by the HEMIS academic management system, which enables real-time tracking of student achievement, attendance, and credit accumulation. Regular monitoring by the Office of the Registrar in collaboration with faculty deans ensures that students meeting the required standards are promptly registered for the next stage of their studies.
While the majority of students progress successfully each year, NSU has established mechanisms to support those facing academic challenges. These include supplementary examinations, resubmission opportunities, summer courses, and academic counselling. Cases requiring further review are considered by faculty academic councils, ensuring fair and consistent application of regulations.
By combining clear academic standards with targeted support measures, NSU promotes high progression rates across disciplines. This approach not only safeguards academic integrity but also fosters student retention, timely graduation, and readiness for further study or professional employment.
Access to various information systems. E-learning platforms data exchange.
At Navoi State University, access to academic and administrative data is managed through secure and structured digital platforms, primarily the Hemis Information System, the UniLibrary online resource, Scopus platform, Plagiarism detecting website, the official national digital library platform of Uzbekistan, and Xinwei Education Platform.
The Hemis platform serves as the university’s central academic management system. It stores and manages a wide range of student-related data, including personal information, academic performance records, interim and final assessment results, information on retake courses, and electronic copies of graduates’ diplomas and diploma supplements. Additionally, the platform provides access to class schedules, subject-specific resources, assignments, and other academic materials essential for the teaching and learning process.
Access to Hemis is strictly regulated based on user roles, with different permission levels for administrators, faculty members, students, and external users (where applicable). All data is protected through a secure login and password policy, ensuring confidentiality and integrity. For enhanced security, the system incorporates measures such as periodic password updates, and the university is exploring the implementation of two-factor authentication to further strengthen protection against unauthorized access.
In the event of technical issues or account access problems, students and staff are advised to contact the Registrar’s Office, which provides dedicated support for resolving Hemis-related queries.
The UniLibrary platform complements the Hemis system by offering access to a wide range of academic literature, e-books, research articles, and reference materials. This online library is accessible to students and faculty both on campus and remotely, providing critical support for academic research, coursework, and self-study. The Unilibrary online platform provides professors with access to a wide range of academic, scientific, and literary resources, including textbooks, research articles, conference proceedings, and e-books. Faculty members actively utilize Unilibrary for preparing lectures, conducting scientific research, and guiding students’ independent learning. The platform also offers advanced search tools, citation support, and subject-based categorisation, making it a valuable academic resource.
Scopus In order to enhance the quality of scientific research and ensure international academic integration, faculty members of the university are provided with open access to the Scopus database. This access enables professors and researchers to search, review, and analyse high-quality peer-reviewed publications from around the world. Regular training sessions and workshops were organised to improve the efficiency of using Scopus tools, such as advanced search filters, citation analysis, and author profile management. As a result, the integration of Scopus into the academic workflow has significantly increased the number of publications in indexed journals, improved the university’s research visibility, and strengthened its position in international academic rankings. In 2024-2025 academic year, 98 faculty members from different departments actively used the Scopus platform for their research and published scientific articles related to their major.
Regular training sessions and workshops were organised to improve the efficiency of using Scopus tools, such as advanced search filters, citation analysis, and author profile management. As a result, the integration of Scopus into the academic workflow has significantly increased the number of publications in indexed journals, improved the university’s research visibility, and strengthened its position in international academic rankings.
Plagiarism detecting website. To uphold academic integrity and ensure originality in scholarly outputs, professors have access to uz, the national anti-plagiarism platform. Key features include:
– checking documents (e.g. articles, theses, teaching materials) for similarity using international and local databases;
– detection of full or partial copying, paraphrasing, and AI-generated text ;
– compliance with Uzbekistan’s laws on Cybersecurity and Personal Data, with servers based locally for data confidentiality.
Professors use this platform to verify the originality of academic manuscripts, ensuring compliance with legal and ethical standards prior to publication or submission.
Overall, the university ensures that all professors have uninterrupted access to both platforms and encourages their active use for enhancing teaching quality, expanding research opportunities, and improving the overall educational experience. Through these integrated information systems, Navoi State University ensures that all stakeholders—students, faculty, and administrative staff—have secure, role-based access to the information they need, while maintaining the highest standards of data protection and information security.
The official national digital library platform of Uzbekistan. In addition to publishing in international and national repositories, faculty members of Navoiy State University actively contribute their research outputs to, the official national digital library platform of Uzbekistan. This portal serves as a centralized repository for academic materials, including research papers, theses, dissertations (Master’s, PhD, DSc), scientific articles, and conference proceedings produced by scholars, graduate students, and doctoral researchers across the country.
Digital library portal plays a crucial role in ensuring the visibility, preservation, and accessibility of scholarly work within the national academic community. Through personalized access via individual researcher accounts, users can manage their own publications, track academic outputs, and contribute to a dynamic ecosystem of knowledge exchange. NSU faculty members actively utilize this platform to disseminate their research findings, thereby enhancing national academic integration and aligning with Uzbekistan’s strategic priorities in science and education.
7.5. Personal and private data handling
An essential component of effective academic programme management and institutional governance at Navoi State University (NSU) is the systematic and secure management of human resource and student-related data. This includes comprehensive records of academic and administrative staff, as well as detailed and regularly updated student data. These datasets are fundamental for strategic planning, workload allocation, quality assurance, programme accreditation, and decision-making processes within the university.
In accordance with national regulations stipulated by the Ministry of Higher Education, Science and Innovation of the Republic of Uzbekistan and international accreditation standards, NSU has established a centralized, reliable, and transparent data management framework. The primary institutional units responsible for the maintenance, verification, and reporting of these records are the Human Resources Department and the Registrar’s Office
The Human Resources (HR) Department at NSU is tasked with the collection, classification, and secure storage of all personal and administrative staff records. These records are maintained within a dedicated Human Resources Management System, integrated with the university’s HEMIS platform (Higher Education Management Information System).
The HR Department ensures that comprehensive data is recorded for each member of staff, including:
Full name, date of birth, personal identification information.
Employment contract details (position, rank, duration, contract type).
Academic qualifications and scientific degrees.
Teaching and research workload allocations.
Professional development history and participation in academic events.
Salary, bonuses, and benefits information.
This data is periodically updated and cross-verified with departmental records. Furthermore, the HR Department is responsible for generating staff-related reports required for:
Institutional quality assurance.
International accreditation processes.
Internal workforce planning and performance evaluations.
The HR Department also collaborates closely with academic faculties to coordinate staff workload allocation per academic programme and ensures that staffing levels and qualifications meet programme-specific accreditation standards.
Management of Academic Data
Starting from the 2024/2025 academic year, the “Registrar’s Office” was established at the university. Total 23 staff positions were allocated for its operation, with qualified personnel recruited to ensure effective functioning.
The Registrar’s Office at the university is structured into two primary divisions, each serving distinct but complementary functions to ensure the efficient administration of academic services.
Database Management Division – responsible for maintaining, securing, and updating the university’s central academic database. It manages all student records from admission through graduation, including enrollment details, academic transcripts, course registrations, grading records, and degree conferrals. The division ensures data accuracy, compliance with national higher education reporting standards, and seamless integration with the HEMIS system. It also supports data analytics for institutional planning, accreditation processes, and policy development.
Student Services Division – this division functions as the direct interface between the Registrar’s Office and its stakeholders, primarily students and faculty. It provides a broad range of administrative and academic services, such as processing enrollment requests, issuing official transcripts and certificates, facilitating program transfers, and guiding students through academic regulations. The division also plays a key role in ensuring transparency and accessibility of services, reducing bureaucratic barriers, and enhancing the overall student experience.
To further improve the activities of the Registrar’s Office, necessary measures have been identified based on the functional responsibilities and types of services provided by the dean’s offices, academic department, accounting, marketing and internship office, research, and international relations departments. Data is systematically recorded, processed, and stored within the university’s HEMIS platform which is recognized as the official academic records system across higher education institutions in Uzbekistan.
Key student information maintained by the Registrar’s Office includes:
Personal and demographic data;
Admission records and entrance examination results;
Study programme enrolment history;
Academic progress, course registrations, and examination results;
Grade transcripts and academic awards;
Graduation eligibility and issuance of diplomas;
Under the database management division the sector for Managing and Maintaining Student Records are responsible for:
Collecting, compiling, and binding the documents of graduates of the higher education institution into collective files, registering them, and maintaining them until they are transferred to the archive.
Entering copies of official orders regarding students who have changed their surname, taken academic leave, transferred to another major or faculty, been retained for an additional year, or dismissed from the student body into the student database.
Handing over all necessary documents to students who have been dismissed from the institution in connection with their transfer to another higher education institution.
Issuing strictly regulated documents (diplomas, diploma supplements, academic certificates, etc.).
Organizing the acceptance, storage, and issuance of strictly regulated document forms (diploma forms, academic certificates, diploma supplements, etc.).
Identifying students with outstanding academic debts.
Regularly conducting official correspondence with organizations and institutions via the platforms to verify the authenticity of diplomas issued to graduates, and responding to requests regarding the issuance of duplicates in case of lost diplomas and supplements.
Sector for Managing Statistical Data is responsible for:
Collecting, summarizing, and analyzing various statistical data related to students, resources, contracts, academic sessions, and students’ academic performance.
Compiling and analyzing statistical data regarding students being retained in the same course, expelled from the student body, or granted academic leave.
Collecting and analyzing statistical data on students recommended for transfer or reinstatement.
Preparing statistical data related to the activities of the higher education institution based on assignments and official requests.
Managing the completion and submission of reporting forms to the Agency of Statistics as required by higher education institutions.
Creating and maintaining a comprehensive graduate information database.
Gathering, summarizing, and analyzing data on graduate employment and monitoring the employment outcomes of graduates.
Continuously analyzing the accuracy of statistical data entered into the HEMIS (Higher Education Management Information System) platform.
Graduation Information
At Navoi State University, the employment of graduates, their career development, and labour market integration are coordinated by the Career and Employment Centre. The main mission of the Centre is to facilitate successful transition of graduates into the workforce, increase employment rates, and expand their career prospects.
The Centre operates in close cooperation with faculties, employers, and governmental agencies, and its core functions include:
– Continuously informing students about the knowledge, skills, and competencies required for available job positions;
– Conducting ongoing marketing research in the education services market to study the compliance of graduates’ professional knowledge with employers’ requirements;
– Concluding agreements with employing companies and organizations on training specialists and placing them into jobs, as well as establishing cooperation with these employers;
– Posting information about graduates on the university’s official website;
– Creating a database of information about graduates;
– Providing students and graduates of the university with information about current and in-demand job vacancies in the labor market;
– Creating a database on the needs and capabilities of education service consumers, taking into account the ratio of supply and demand for personnel in the labor market;
– Preparing and publishing analytical materials on training specialists, employing graduates, and other related activities of the university.
This structured approach enables the university to track graduate career progression, improve employment outcomes, and adapt curricula to market needs. Annual “Career Days” and job fairs attract a growing number of employers, and graduate tracer studies are conducted to assess the long-term impact of university programmes on career development.
The following data covers the employment outcomes of Navoi State University graduates for the last three academic years, based on records from the Career and Employment Centre and annual graduate tracer studies.
Academic Year | Total number of graduates | Employed graduates | Graduates admitted to master’s programs | Maternity leave and childcare | Temporarily unemployed |
2021-2022 | 2440 | 1521 (62,3%) | 81 (3,3%) | 549 (22,5%) | 289 (11,8%) |
2022-2023 | 4316 | 2563(70,5%) | 104 (2,4%) | 1014 (16,5%) | 935 (10,4%) |
2023-2024 | 4246 | 2679(72,5%) | 103 (2.4%) | 649 (15,3 %) | 815 (9,8%) |