1. Angela
  2. APQN General Forum
  3. Monday, 30 July 2018
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warmSession 1: Staff Capacity Building in QA Agencies    Dete: 6-10 August, 2018

  1. What is the content of capacity building?
  2.  Why should a QA agency develop a capacity building program for staff?
  3. What approaches can be applied to staff capacity building?
  4. How can APQN staff exchange program facilitate QA agencies staff capacity building?
  5.  Host and receiver agencies sharing (HEEACT/  NIAD- QE; Fiji, Vietnam and Bangladesh)
Comment
  1. Angela
  2. 3 months ago
  3. #4
2018 APQN-HEEACT Staff Capacity Building Program was successfully held in Taipei from 6-10 May 2018. Five delegates from three different countries, Vietnam, Bangladesh and Fiji participanted in the program. Looking forward to seeing our delegates from those countries to share their experiences with us.
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Dear All,

The first session of the forum focuses on ageng capacity building. We all believe that quality and qualification of the QA agency staff are quite vital for the agency operation daily. At the first days, would you please share your views on the following three questions first,

  1. What is the content of capacity building?
  2.  Why should a QA agency develop a capacity building program for staff?
  3. What approaches can be applied to staff capacity building?

According to Stacy (2011)  , "The intent to survive, to flourish, and to be impactful is done through deliberate organizational capacity building"  and Brown (2007) implied that capacity building efforts enhanced the skills, infrastructure, and resources of organizations facilitating high impact. QA agency, as non profit organization, what knowlege and skills the staff should equip?

Angela

Comment
  1. Angela
  2. 3 months ago
  3. #8
Brown (2007) gave a clear
definition: Capacity building is the process of focusing all your energy in on what "really" moves your mission, building
internal and external momentum around it, and intentionally stopping any activity that does not contribute significantly to positive returns on
investment. . . . Every process or strategy change increases the amount of outcomes per every dollar spent. (p. 8)

There are seven vital elements in building organizational
capacity to sustain impact. The elements are aspirations, strategy, organizational skills, human resources, systems and infrastructure, organizational structure, and culture.

For your references

Angela
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2018 APQN-HEEACT Staff Capacity Building Program was successfully held in Taipei from 6-10 May 2018. Five delegates from three different countries, Vietnam, Bangladesh and Fiji participanted in the program. Looking forward to seeing our delegates from those countries to share their experiences with us. 

Comment
  1. Angela
  2. 3 months ago
  3. #3
Great to have Vietnam, Bangladesh and Fiji colleagues join us!!
  1. Jianxin Zhang
  2. 3 months ago
  3. #25
welcome! I am really looking forward to your sharing!
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For the first two questions, here are some of my thoughts.

Capacity building, as Prof. Angela has mentioned, is somehow the understanding of self. Such as the insight of one’s ability and knowledge. Based on this understanding, one then moves on to further engage in this understanding in order to provide progression or ‘what "really" moves’, as Brown (2007) suggests, to the community one belongs to or the quality assurance agency in this case. Thus, it is without a doubt that staff capacity building is essential for QA agencies, as it helps all staffs to self innovate and improve. This is also the key concept of how quality shall be assured and, moreover, to be enhanced and even advanced.

However, it is also important to note that in some situations the term ‘capacity building’ may potentially suggest that one may be building up from ground zero, assuming that the participant have no sufficient ability and all need to be ‘built’ by scratch. This misunderstanding may lead to the situation which the participates found no ownership of the process of the building due to the assumption of being regarding as lacking of ability (European Parliament Think Tank, 2018). The lack of ‘tailored-made approaches’ (quote from http://www.europarl.europa.eu/thinktank/en/document.html?reference=EPRS_BRI(2017)599411) may also lead to such disappointment. In solving this situation, an emerging term of ‘capacity development’ is now more widely accepted internationally. This is because that the term ‘development’ suggests a more friendly concept which the participants/staff is improving and enhancing from their owned talents, skills or abilities.  

Even though there may have been an argument on the politically correctly used terminology, to my understanding, the key concept of capacity building (or development) is to move the entire agency forward together as a team in a systemic and affective way.  It is still, however, interesting to see that under different contexts people may have different interpretations over the different usage of terms.

Comment
  1. Angela
  2. 3 months ago
  3. #11
Dear Grace, thank you so much for your sharing according to your research and perception. Indeed, I quite agree that " the key concept of capacity building (or development) is to move the entire agency forward together as a team in a systemic and affective way". In order to become a learning organization with sustainability, QA agencies need to have varying types of talented staff to support the future development. I believe that other Asian agencies would have great practices to share with!! Angela
  1. Jianxin Zhang
  2. 3 months ago
  3. #27
Dear Grace,thanks for your sharing,I really agree that the core of capacity building is "staff capacity building",and the "development suggestion" is really a considerate idea in the process of such capacity training process.Therefore,I get another idea inspired by your sharing.That is in the process of such capacity training activtiies, to ensure the quality of assessor's trainer is also of great importance.Thanks for your shanring!
  1. Parneet Singh
  2. 3 months ago
  3. #28
Dear Grace, thanks for your views and research knowledge on staff capacity building. In my view staff capacity building should also focus on how an agency embraces instilling good values and work ethics in its staff. as quality assurance agencies we need to sharpen the focus to good values related to Quality Planning, Quality Control and Quality Enhancement in Higher Education.
Host Agencies and guest agencies need to share these values during opportunities of Staff Capacity Building. Good values in Staff would enhance agencies to function and deliver. i was very fortunate to experience the way HEEACT staff demonstrated their relevant values and showed real ownership of the organisation.
  1. Grace I-Jung Lu
  2. 3 months ago
  3. #29
Dear Prof. Dr. Jianxin Zhang, thank you for the constructed reply! I agree that the training for reviewer/assessor is critical for good QA and accreditation process. and all staffs in the QA agency can also learn a lot through the process of learning with the reviewers, as most of the reviewers are also professionals from different fields. Thank you for sharing such great idea!
  1. Grace I-Jung Lu
  2. 3 months ago
  3. #30
Dear Singh! Great to hear from you! Warmest greetings from Taiwan!
I have learnt a lot when you were here and shared with HEEACT about the IQA system for the Fiji Universities. This sharing of yours actually helps me to link with more information and understandings when I visited other countries and learn about their universities QA system, especially the ones with self-accreditation such as New Zealand and Australia. Such staff capacity building really enables me with learning more insightful knowledge not only about the QA agency but also the IQA systems of various types of universities. So, thank you Singh!
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Cpacity Building refers to the process of optimising the skills of individuals and institutional support of one or more organizations.

Higher Education Evaluation and Accreditation Council of Taiwan (HEEACT) has dedicated immeasurable amount of effort into cultivating its staff and ensuring everyone received the courses that are constructive to his/her daily responsibilities as well as expanding boundaries, on top of the fundamental and advance knowledge on the operation and mission of the organization. By establishing close and recurrent working relationships with HEEACT’s top management and working staff, human resources are able to directly remedy the team’s weakness and convert it to strength.


 HEEACT has separated its training courses into three sustainable methods: courses-oriented training, project-oriented training, and incentive promotion and awards. These training not only focus on professional development but also personal growth through first-hand experiences, follow by an incentive award system.

Comment
  1. Angela
  2. 3 months ago
  3. #12
Dear Mandy,

Thank you for sharing HEEACT experiences. Over past years, HEEACT is dedicated to developing its capacities on internationalization and QA professionalism. Several training courses are provided with staff and reviewers for the better preparation of QA 4.0

Angela
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Based on my staff exchange experience in past 2 years, I have some thoughts on the third question:

The main purpose of staff capacity building is to develop staffs' knowledge and skills on QA. For HEEACT, the main task of our angency is to implement the institutional and program evaluation, so in the exchange program, we hope to get more details about the evaluation process. Therefore, if we can participate as observers in the on-site review, we will gain a lot from it. To be an observer in the on-site review is the way I recommend implementing the staff capacity program.

After several successful staff exchange experiences, I began to think about how to get more HEEACT's staffs to join the exchange program directly. However, due to language boundaries, it's a pity that many of them are afraid to participate in it. Maybe in the near future, we can development more diversified exchange models with limited resources to help them have more opportunities to learn new things and exanges.

Comment
  1. Angela
  2. 3 months ago
  3. #13
Hua Chi, thank you for staff exchange program experiences sharing. I quite agree on issue of language barriers. As HEEACT ED, I try to provide training English training courses with the staff. The staff of the QA agency needs to learn to build up their confidence as well
Angela
  1. Grace I-Jung Lu
  2. 3 months ago
  3. #15
I agree with Hua-Chi that participating in on-site visits and also the process of evaluation during staff-exchange program helps the participants learn more than to just read information from the documents. I also realized that after participating in the actual on-site visit or evaluation process, staffs who joined the exchange program are more likely to be deeply engaged in the discussion sessions after the visit and also provide their unique insights which not only benefit the staff but also the agency who host the exchange program. In other words, this interaction based on actual experiences creates a positive cycle which is essential for staff capacity building.
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There were opportunities I had in buiulding my capacities on QA which started when I was still working in the government back in the Philippines being a former Director of the Commission on Higher Education and at the same time A UNESCO Education Consultant in a number of countries in Asia and the Pacific which allowed to conduct capacity building of a number of education officers and teachers.. This continued when I retired from the government service and joined a higher education institution where I spearheaded the accreditation of the academic programs. I attended seminars organized by PAASCU and other agencies. With the knowledge and experiences acquired, I shared these again when I joined the American International University-Bangladesh.Again, one of my major tasks is to establish a Quality Assurance Center. It was my responsibility to orient and train the academic and nonacademic staff of the university to make them aware of what is QA, Accreditation and the process using the model from the Philippines. The University Grants Commission also conducted series of  training with trainors from UK and Malaysia. Specifically, the topics discussed were: QA and its importance on the development of the university, self-assessment and its impact to university improvement, process of accreditation using different approaches, tools used in sustaining quality, QA its impact on the employability of graduates and enhancement of the teaching learning process and improvement of management operation.

 

Learning is never an ending undertaking, it is in fact a continuing process. Things  are changing so fast that the quality we experienced and perceived today are not the same quality tomorrow considering the changes in parameters and the needs of the society. As long as there are opportunities, these should be availed of so that the sharing of knowledge can also be made more dynamic and updated. The socio-cultural background of the people participating in this forum is an important dimension that makes any training program more relevant. Perception of people likewise varies and  anyone interacting can benefit from the ideas expressed by these people.

 

Capacity building can be carried out like the three modes or types of education: formal way, nonformal and informal. In the first mode, basically delivered in the classrooms or schools which require passing or completion of one grade before one can go up the next grade or ladder and so on. Nonformal is a continuing process with no sprecific requirement for completion while the informal way is done through the so called accidental learning. One learns or acquires knowledge and skills through observation and application.In the modern age of technology, learning becomes virtual which does not necessarily require a classroom. This can be delivered in a distance or online mode.. But I still believe that a face to face contact of learning is most effective especially for basic education. Since not all have the opportunity to be gathered together and hire an instructor or expert but oftentimes this approach is more expensive and complicated although this mode is more facilitating. There is also through mail or correspondence but this kind of modality is not effective unless there is no contact session. Questions cannot be addressed or answered with satisfaction. It is also time consuming.

Comment
  1. Angela
  2. 3 months ago
  3. #20
Dear Charles, thank you for your great sharing. I agree that face to face training is more effective. For your experience, how can the tecnology be applied into staff capacity formal or informal ways?
Angela
The emergence of new technology has created a big challenge to everyone especially to the QA staff. There are factors that influence changes and one of which is technology. The others could be brought about by the socio-cultural changes of the people based on new orientation . The government's policies need to be complied and therefore, adjustments of existing policies and practices of the university need to be reviewed and improved. Let me focus on technology. Not all the staff are conversant of the new technology like the use of the computer which is changing so fast in its program application and mechanism. I learn computer by personal hands-on practice and guidance from those who had a formal training through coaching and orientation. Observation and a lot of initiative can help one learn the technology. The desire to learn is a value that is sometimes missing among those who belong to an organization. The willingness to learn or self-learning made people successful in their career. The head of the organization needs to repackage the technology and study its mechanics of implementation or application and adopt it to the needs of the organization in general and the staff in particular. Learning does not take place overnight. It takes some time through constant hands on practice and application knowledge and skills can be made functional. The formal way is always desirable and valuable. Hence, staff are sent to various conferences to participate and acquire knowledge in a short time. There are long term training program and the most formal is degree based education and training. In short, both approaches are effective according to the need of the organization and the individual person. Formal is more expensive and rigid while informal is casual, practical and less expensive but requires right attitude and personal motivation to learn or acquire certain skills.

Thanks Angela for that stimulating question.
  1. Angela
  2. 3 months ago
  3. #32
Thank you so much for your further eloboration. I learn a lot from your viewpoint on being self learner. Technology is the useful tool for all of us to learn by ourselve in order to keep up with the chaning world. Either QA agency or HEI needs to make good use of technology and make staff training more efficient and effective. In this points, HEEACT is ready to learn other agencies and HEIs' good practice. How come can we make informal way of learning as staff empowerment and capacity enhancement is vital nowadays!!
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Good morning! This is Mandy from HEEACT! 

For Question 4 "How can APQN staff exchange program facilitate QA agencies staff capacity building?" I would like to share our own experience. 

Most of QA agencies craft international strategies through singing the MoU with another agency for ensuring mutual collaboration. Based on the MoU, most common way to increase mutual understanding is through staff exchange program.

HEEACT held 2018 HEEACT-APQN Staff Capacity Building Program from 6-10 May 2018. 5 delegates from three different countries, Vietnam, Bangladesh and Fiji came to Taipei to take part in the program. In order to demonstrate HEEACT’s operation and QA system, HEEACT has scheduled a variety of activities in the exchange program, including an ice-breaking meeting, observation institutional accreditation on-site visit, campus tours at different universities, classroom observation, QA seminar, a meeting with HEEACT’s representatives, and feedback forum.

The exchange program benefits not only the sender (guest) but also the receiver (host) organization. Through the on-site observation and face-to-face discussion; it gives another way to exchange the professional knowledge and also enhance staff’s global perspectives. I am looking forward to hearing APQN-HEEACT staff exchange program participants to share their experience and feedbacks to us. 

Comment
  1. Angela
  2. 3 months ago
  3. #33
Thanks Mandy, it has been third time that HEEACT hold the exchange programs support by APQN. Through the program, not only visiting staff but also HEEACT staff grow as well.
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Let me share our experiences for the 2018 APQN-HEEACT staff exchange program:

APQN (Asia Pacific Quality Network) issued a call to all its member institutions and organizations to participate in the 2018 Staff Capacity Building. AIUB responded to the call and submitted a strong justification for its participation. The university was then selected together with other organizations and institutions . The programme is purely reciprocal basis in which both financial and in-kind contribution is expected from the mentor and mentees or the sender and the hosts. The core purposes of the programme are to: 1) assist the professional development of the visiting staff members; 2) enhance the capacity building of both the guest and the host organizations; 3) strengthen the communication and cooperation of both sides. The programme is expected to contribute to the capacity development of the emerging quality assurance systems with varying needs.

The university has been selected to partner with three other organizations: The Higher Education Evaluation and Accreditation Council of Taiwan (HEEACT) positively responded to accept the AIUB participants composed of Prof. Dr. Charles C. Villanueva, Vice President Academics and Director, AIUB Institutional Quality Assurance Cell (IQAC), and myself Md. Imranul Haque, Manager and Program Evaluator, AIUB-IQAC. For five days (6-10 May 2018) in Taipei, Taiwan, the AIUB-IQAC participants along with the other participants from Vietnam and Fiji underwent the programs which are generally informative and provided valuable learning experiences. It was a comprehensive programme spearheaded by Prof. Angela Hou, Executive Director, HEEACT and Dr. Lin Shaw Ren, Dean of Office of Quality Assurance, HEEACT. The HEEACT with the officers were on hand to brief the participants  on the HEEACT’s evaluation process, procedure and mechanism. The participants were also given the opportunity to share and present its respective quality assurance and accreditation process. Every presentation is followed by an intellectual exchange to clarify some issues and underscore the differences between the systems and procedures.  The participants were exposed to the ongoing institutional accreditation  of Shih Chieh University. The participants were further given an opportunity to highlight its respective institution in the class of Prof. Angela and at the same time a physical visit to Fu Jen Catholic University. A briefing was conducted by Dr. Liang-Jeng Leu,  Secretary General and Executive Director, Accreditation Council of the Institute of Engineering Education Taiwan (IEET) on the process of accrediting an engineering program. The last institution visited was the National Taiwan University, the top university in Taiwan. The last briefings were held in HEEACT on the Taiwan Medical Accreditation Council, a special body that accredits medical institutions in Taiwan and the Teacher Education for Teacher Education Institution. It was an impressive programme arranged and hosted by HEEACT. The participants’ good words and admiration were indication that it was well designed,  arranged and carried out with utmost care and efficiency.

Comment
  1. Grace I-Jung Lu
  2. 3 months ago
  3. #31
Thank you Haque, it is very nice to hear from you! We have learnt a lot from you presentation as well!
Staff capacity building not only 'builds' the ability, knowledge and skills for the staffs, but it 'builds' the relationship between agencies. These relationships lead to more opportunities for cooperation and also a better future for agencies to help provide and maintain quality higher education. Thanks for sharing!
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True to its objectives of the 2018 APQN-HEEACT exchange program to enhance the capacity building of both the guests and the host organization, and strengthen the communication and cooperation of both sides, the 5- day program provided a platform to the 3 country participants to share its experiences and ideas on the on-going efforts of both organizations in promoting QA in their respective countries. Specifically, the following activities undertaken were indications and manifestations of the success of the program:

- the sincere assistance provided by HEEACT in overcoming some barriers in the processing of documents as requirements to be able to enter Taiwan.

- the training materials were relevant and appropriate to the topics discussed every day.

- the logistics support were very facilitating that the life of the participants were made comfortable and responsive.

- the scheduling of activities were realistic and systematic.

- the briefing of the staff on each topic of the HEEACT’s operational activities were very informative and clearly delivered headed by its Dean, Dr. Lin Shaw Ren. Likewise, the moderation conducted by Dr. Angelica Yung-Chi Hou, the Executive Director of HEEACT was indeed very enlightening and facilitating in understanding the process of the  different special program accreditation and the related  issues and observations raised by the guest participants.

- the opportunity to witness the working process in conducting an institutional evaluation was indeed very helpful to further appreciate the essential stages   of the process of accreditation. The institutional visit to Shih Chien University afforded the participants with hands on experience on accreditation in action since the university is undergoing accreditation.

- the visit to Fu-jen Catholic University was an opportunity for the participants to interact with the students of Dr. Angelica in presenting briefs about their respective universities. This was followed with relevant questions raised by the students as an indication of their interest and curiosity about the higher education system in Fiji, Vietnam and Bangladesh.

-the visit to the premier university of Taiwan, the National Taiwan University gave the participants a different perspectives on how a university adheres to QA like hiring of teachers, providing adequate facilities, offering programs, availing of government support,  linkage with local and foreign institutions are few of the many factors mentioned to sustain its status as a leading university in Taiwan.

- the visit to IEET,as a special  accrediting body for Engineering Programs   very informative for it has truly widen the horizon of the participants on the different levels of accreditation. It gave a distinct discussion on how the IEET accredit with reference to Washington Accord, Sidney Accord and Dublin Accord.

- the interactions of the participants with  the different resource persons during the 5-day program were indeed valuable that it generated ideas and experiences which benefited both sides. It has also explored the possibility to establish collaborations to further expand and enrich the process of accreditation in a more sustainable development.

Our exchange program has ended but the learning we acquired from the program will linger on. The camaraderie and fellowship will continue to mark cherished memories. It is again our opportunity to convey our sincerest thanks and appreciation to HEEACT (Higher Education Evaluation and Accreditation Council of Taiwan) who made this valuable education experience happened. On top of it is the APQN (Asia Pacific Quality Network) with this laudable project, the 2018 APQN Staff Capacity Building Program. It has truly made us participants more aware and widened our horizon on QA subject. Special compliments goes to HEEACT for the warm hospitality, professionalism and friendly working ambience. Special thanks and appreciation to Ms. Mandy Yin-Chia Shao, International Relations Coordinator, HEEACT and the rest of the dynamic HEEACT staff for their patience and sincere assistance in making our visit to Taipei comfortable. We look forward to another meeting such as this in the immediate future.

Comment
  1. Angela
  2. 3 months ago
  3. #34
Dear Hague, thank you so much for your sharing and making so much positive feedbacks. It supports that APQN should contiue to bridge the members to learn each other
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Truly the staff capacity building facilitated and conducted by HEEACT 2018 was an excellent opportunity for both staff of host country and the guest country to exchance ideas in EQA and IAQ while actually experiencing it.

i must firstly thank HEEACT for facilitating this capacity buliding and choosing the me as the representaive from the Fiji National University. we from small island states rarely get such an opportunity to experience and learn from developed countries such as Taiwan.

The program and organisation by the HEEACT was exceptionally well done for 2018. There were opportunities for staff in all session to exchange ideas and relate to their country or institutional norms.

The following were the highlights:

-      Introduction of all 4 countries EQA and IQA country and HEI systems (Taiwan, Bangaladesh, Vietnam and Fiji Islands);

-    An insight into accredtaion of profession programs - Taiwan Medical Accreditation Council (TMAC) and   Institutte of Engineering Education Taiwan (IEET), Teacher Education

     Evaluation(TEE);

-    Special Projects and Policy Implementation to enhance Quality in Higher Education - The SPROUT Project and the Policy on Higher Education Student Learning Rights

     Protection Project;

-    More specialised areas of program and instituttional accreditation - Mutual Recogintion of Programmes of Study, the Journey from Non self Accrediting to Self Accrediting

     Institutions;

-    QA in the management of International Affairs in relation to Higher Education.

 

Paticipant from all countries were provide first hand knowledge and experiences in each session and I must thank the organisation by done by the HEEACT Team (Staff Members) as all session were very interractive and enriching to all that paticipated.

The following are the notable lessons learnt from this staff capacity building at HEEACT:

          -  Documentation Displays in accordance with standards by HEI's

-  Non Rating Model of Medical Programmes of TMAC
-  Funding Policies/ Model for University
-  Ways of increasing employability and the QA processes
-  Commitment of staff capacity building by QA Agencies
-  Staff Capacity Building and support
-  Commitment to delivery, resources 
-  Sound decision making to technological advancements in learning and teaching delivery
-  Student support systems 
-  Enhancement of entrepreneurship skills by HEI's
-  Importance of Networking and Internationalisation
-  Internationalisation and cross culture education

I am thankful to HEEACT that there were also cross cultural actives organised to experience and share each others country culture through ranges of activies organised by

HEEACT such as dinner out, visit to universities, break out sessions to talk to staff members etc.

I sincere thank all staff of HEEACT for assisting in facilitating the 2018 APQN-HEEACT Stafff Capacity Building.

 

Vinaka vakalevu ! ( Big Thank You ! )from Fiji Islands and the Fiji National University to HEEACT and all the paticipants for the warmth and care provided during the stay in Taipei.

-     

 

Comment
  1. Angela
  2. 3 months ago
  3. #35
Parneet, thank you so much for the valuable feedbacks on the exchange program !!
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