This is an outline/template text for a Handbook for staff on collaborative courses
which are neither pure franchises or pure validations. Departments with such
courses are invited to use the material here, which includes material relevant to
franchises and validations, as a base for preparing a Handbook of administrative
arrangements for other sorts of courses. The details should be negotiated with
partner institutions and the relevant offices in the University.
Administrative Arrangements for Collaborative Courses
This handbook sets out the administrative arrangements for collaborative courses of study
managed by the University of Warwick. It aims to clarify procedures for University Course
Coordinators, members of Validation and Franchise Groups and other administrative and
clerical staff within the University and its partner institutions.
Any queries about these procedures should be directed to the appropriate University Course
Coordinator in the first instance. University Course Coordinators should approach the
relevant team in the Academic Office, Finance Office or Academic Registrar’s Office for
further guidance.
Table of Contents
Page
1. Admission
2
2. Enrolment
4
3. Level 1 and 2 Examination Boards
4
4. Extensions, Temporary and Permanent Withdrawals
5
5. Fees
6
6. Completion and Examination
7
7. Graduation and Issue of Certificates
7
8. Course Monitoring and Review
8
9. Staff-Student Liaison Committees
9
10. Academic Complaints and Appeals
10
1.
ADMISSION
(a)
Applications

Applications for places on courses of study offered in
collaboration with the University should be made directly to the
partner institutions at which they are taught.

Partner institutions should issue application forms to
candidates for admissions which have been approved by the
University. Warwick has a statutory duty to maintain certain
categories of data on all its students whether they are fully
registered at the University or at a partner institution. The
University Course Coordinator will advise partner institutions if
further information should be requested on the application form
to provide necessary information.

For franchised courses applicants should return completed
application forms to the University.

For validated courses applicants should return completed
application forms to the partner organisation rather than the
University.

References and other supporting information (e.g. transcripts)
are an integral part of any application. For franchised
courses they should be forwarded to the University along with
the application form. For validated courses they should be
retained by the partner institution; they are not forwarded to the
University.
(b)
2
Entrance Requirements and Offers

Candidates for franchised courses are considered for
admission by the appropriate course selectors within the
teaching institution, who in turn make recommendations to the
University regarding admissions.

Candidates for validated courses are considered for
admission by the appropriate course selectors within the
teaching institution.

Applicants are assessed for admission against agreed criteria
laid down in the original course proposal as approved by the
University and subject to any changes in the criteria approved
since the course was originally approved.

For franchised courses partner institutions should provide
the University Course Coordinator with a written case for the
admission of non-standard applicants, including details of any
relevant qualifications or experience.

For validated courses: subject to approval by the University,
the partner institution may make offers to candidates who do
not meet the normal approved entry requirements. Partner
organisations should be aware of the University’s policy on the
Accreditation of Prior (Experiential) Learning, which is
available at www.warwick.ac.uk/go/quality/apel/
(c)
Postgraduate Courses
Applications for postgraduate courses must be approved by the
University Course Coordinator and a written case for those who do not
meet the normal entrance requirements should be provided with the
application form and supporting documents. The Course Coordinator
may:
(d)

Recommend that the candidate be admitted in which case the
Course Coordinator will supply a written statement in support
of the application for consideration by the Chair of the Board of
Graduate Studies. Non-standard applicants will normally be
admitted to the postgraduate Diploma in the first instance, with
subsequent upgrade to the Master’s course subject to
satisfactory progress on the course. Any Master’s course
upgrade is subject to the approval of the Course Coordinator.

Refuse to support the application in which case the Student
Recruitment and Admissions Office will contact the partner
institution to explain the decision. These applications will only
be forwarded to the Chair of the Board of Graduate Studies if
the applicant wishes to appeal against the decision. The
decision of the Chair of the Board of Graduate Studies is final.

Request further information from the partner institution such as
a CV for the applicant and a detailed statement on the
relevance of his or her work experience to the course of study
in question. The Course Coordinator will contact the partner
institution to obtain the appropriate documents. The Course
Coordinator will then reconsider the application and will
proceed as detailed above.

The Student Recruitment and Admissions Office will inform
partner institutions of the outcome of all non-standard
applications for postgraduate courses.
AP(E)L: Accreditation of Prior (Experiential) Learning
The University has procedures in place for the recognition of prior
learning and/or experience. In all cases, Course Coordinators are
required to request evidence of the applicant’s prior experience and
learning and submit this, along with a written report and
recommendation, for consideration by the relevant office. For
undergraduate applicants, cases should be submitted initially to the
Centre for Lifelong Learning. For postgraduate applicants, cases
should be submitted to the Chair of the Board of Graduate Studies via
the Student Recruitment and Admissions Office.
3
2.
ENROLMENT

Students on franchised courses are fully enrolled with the University and
their details are recorded on the computerised student records system (SITS)
in the same way as those of other University students.

As the University is responsible for making formal offers to students on
franchised courses, each student will either be asked to complete an online
enrolment form or hard copy enrolment form. The University Course
Coordinator is responsible for making the necessary arrangements, in
consultation with the University’s Academic Office.

Although students on validated courses are not technically fully enrolled
with the University, they are coded onto the University’s student records
system to ensure that enrolments can be monitored effectively. As soon as
partner institutions know who is enrolling for a course they should prepare a
list of names, addresses and dates of birth and submit this to the University
Course Coordinator, who has responsibility for arranging the input of new
student data to the computerised student record system (SITS). Most
students will then be asked to enrol online. The University will write to
students with details of how to do this. A small number of students (primarily
where their course starts at a non-standard time of the academic year) will
need to complete hard copy enrolment forms instead. Please note that the
University requires the full name of all students to be enrolled. Abbreviated
names are not acceptable as the name on the enrolment form will be used to
generate any certificate and transcript issued on successful completion of the
course.

On validated courses the partner institution is responsible for distributing
hard copy enrolment forms or the instructions for use of the online enrolment
form to students and should ask them to either check the pre-printed details
or update the online form as appropriate. Hard copy forms must be checked,
collected and returned to the University Course Coordniator within six weeks
of the start of the course.

On franchised courses: University cards which give access to the University
Library and other facilities will be issued once registration forms are
completed in full, signed and returned.
3.
4
EXAMINATION BOARDS

The University Course Coordinator is responsible for ensuring that an
Examination Board meets.

Partner organisations should also keep the University Course Coordinator
informed of any students who withdraw and/or resume study after a period of
withdrawal.

The partner organisation and the University Course Coordinator should
ensure that the Academic Office receives a pass list from Examination Boards
they administer.
4.
EXTENSIONS, TEMPORARY AND PERMANENT WITHDRAWALS
These procedures apply to all collaborative provision and should be followed
carefully:
(a)
(b)
5
Temporary Withdrawals

In cases of illnesses or other difficult personal circumstances, the
college Course Director may request a suspension of a student's
enrolment for a period of up to one year. Temporary withdrawals
should only be requested where it is certain that the student will not
continue working on the course during the period of time for which
the suspension is requested.

To request a temporary withdrawal, the Academic Office requires a
written case for the temporary withdrawal from the College Course
Coordinator, supporting documents from the student, and medical
notes where appropriate. The Academic Office will forward these
documents to the University Course Coordinator for approval. The
Academic Office will communicate the outcome to partner
organisations. Temporary withdrawals of more than a year's
duration will not normally be considered and requests for an
additional suspension if a student's problems persist will be
considered only in very exceptional circumstances.

Requests should normally be submitted to the University before a
student actually suspends his or her studies. If requests are
submitted retrospectively, they will only be considered where there
is a clear account of the length of time a student has actually spent
working on the course. The University must ensure that students
complete their studies within the length of time set down in the
Course Regulations.

Where the period of temporary withdrawal is granted on medical
grounds, the Academic Office will request medical certification of
the student’s fitness to return to the course six weeks prior to their
expected return date, and forwarded confidentially for approval of
the certification will be considered by the University’s Occupational
Health Physician.
Extensions

Extensions are only used once a student has completed his or her
period of fee-paying enrolment. They enable the student to request
additional time for a dissertation or coursework to be completed.

Requests for extensions to the length of a course require the
College Course Coordinator to provide a written case, with
supporting documents from the student and medical notes where
appropriate; the written case to include the reason(s) for the
extension, its proposed start and end dates and the amount of
work already completed.
(c)

Requests should be made as soon as it is clear that a student will
not be able to complete on time. Extensions run from the date a
course is due to end and will not normally be granted for more than
six months. It is not necessary to wait for an Examination Board
before submitting extension requests.

Requests will be considered by the University Course Coordinator
and decisions communicated to partner organisations by the
Course Coordniator.
Withdrawals

If a student decides to withdraw permanently from a course of
study the home institution should inform the University Course
Coordinator immediately, who in turn informs the Academic Office
immediately.

A reason for the withdrawal should be provided and the date when
the student left the course.

This information is important because it enables the invoice to be
prepared for the correct number of students. It is also vital in cases
where students may, exceptionally, wish to resume their studies at
a later date.
Individual students or members of staff at partner institutions are invited to
contact the Student Records team in the University’s Academic Office directly
(undergraduate enquiries: ugoffice@warwick.ac.uk, tel: 024 7652 4335;
postgraduate enquiries pgoffice@warwick.ac.uk, tel: 024 7652 2755) for
further information on temporary withdrawals, extensions or permanent
withdrawals.
5.
FEES
FRANCHISED COURSES
6

Fees for franchised courses are set by the University, although for some
courses they are externally determined. As soon as fees are set, the
Academic Office should write to partner colleges with details each year of the
payment the University will make for each student.

Fees for validated courses are agreed between the providing institution and
the home University department, as set out in the appropriate collaborative
agreement/contract. The University will notify institutions of the fee for the
following year at least three months in advance. The home University
department will not normally issue an invoice until 3 months after the course
has started, to allow numbers to stabilise.

On franchised courses a first instalment will be paid 3 months after initial
registrations to the course have been coded.

Where it is due on franchised courses, a second instalment will be paid 5
months after the initial registration period for the course.

6.
Any enquiries about the fee structure or invoicing arrangements should be
made to the University Course Coordinator in the first instance.
COMPLETION AND EXAMINATION

The University Course Coordinator should ensure that pass lists,
including those from Examination Boards, and the minutes of
Examination Boards are sent to the Examinations Section of the
Academic Office as soon as possible.

External Examiners' reports will be sent to the Vice-Chancellor’s Office
in the first instance and will be forwarded to Chairs of Franchise or
Validation Groups/Heads of Department. University Course
Coordinators are reminded that it is their responsibility to:
(a)
(b)
(c)
7.
7
Circulate the reports to partner institutions
Ensure their discussion at an early Franchise or Validation Group
meeting
See that any action points are followed through.

External Examiners’ reports will be considered by the University’s
Collaborative, Flexible and Distributed Learning Sub-Committee,
which will liaise as necessary with University departments and partner
institutions over matters arising.

Information for External Examiners is available from the University’s
Intranet site at www2.Warwick.ac.uk/services/cap/skills/examiners.

Summaries of External Examiners’ reports, prepared by the External
Examiners as part of their normal duties on a standard template, are
published by the University’s Teaching Quality team on the TQI
website (www.tqi.ac.uk). Where collaborating institutions have their
own presence on the TQI site, the decision on who should publish the
report should be taken by the Franchise or Validation Group. The
normal expectation is that it will be published by the University, as it
covers a University award, but it may be appropriate for (an identical
copy of) the report to be published also by the collaborating institution.
GRADUATION AND ISSUE OF CERTIFICATES

Where a course leads to the award of a University degree, the Academic
Office will ensure that all students in their final year are invited to the
relevant Degree Congregation. Degree Congregations take place at the
end of January and in mid-July each year. Degree certificates are normally
issued during degree ceremonies. Any candidate who wishes to graduate
in absentia will be sent their degree certificate within four weeks of the
relevant ceremony taking place.

Staff from partner institutions who wish to attend Degree Congregation are
welcome to do so. Invitations are issued from the Degree Congregation
team within the Academic Office and enquiries specifically related to
degree ceremonies should be made to that team (tel: 024 7652 3648).
8.

There is no award ceremony at the University for Diploma or Certificate
courses. Partner institutions and academic departments are at liberty to
arrange their own certificate presentation ceremonies. The Degree
Congregation team arranges the production of award certificates. The
partner institution should let the Degree Congregation team know whether
certificates should be issued directly to students or sent to the partner
institution for issue. If a presentation ceremony is to take place at the
partner institution, the Degree Congregation team should be advised of
the date of this ceremony at least two months in advance.

The University’s Centre for Lifelong Learning also has an annual awards
ceremony; the Centre contacts eligible students directly with information
about this.
COURSE MONITORING AND REVIEW
For all collaborative courses, the key role of University staff is to ensure that
the academic standards of the courses are, and continue to be, of the highest
possible level, and that they justify the award of the University’s qualification.
Since the publication of the updated version of Section 2 of the Quality
Assurance Agency’s Code of practice for the assurance of academic quality
and standards in higher education, ‘Collaborative provision and flexible and
distributed learning (including e-learning)’ (September 2004), the University
has reviewed its guidance notes on course monitoring and review. These
documents are available from the Teaching Quality team. They are also
available
on
the
University’s
Teaching
Quality
website
at
www.warwick.ac.uk/go/quality.
All courses are normally reviewed by the University on a five-year cycle to
ensure and enhance quality. Partner institutions are nevertheless expected to
pursue robust quality assurance procedures of their own, which are expected
to include an Annual Course Review, for which the University requires the
submission of a formal Annual Course Review report in the format set out in
the University template, also sent to University Course Coordinators and
appropriate partner institution staff annually and available on the Teaching
Quality website.
The University has developed a ‘statement of expectation’ concerning the
operation of Annual Course Review in partner institutions, which is as follows:
8

The course team convenes to consider qualitative and quantitative data
underpinning Annual Review e.g. SSLC feedback; module review;
admissions and progression statistics, (see the Information Pack on the
Review of Courses of Study, section 7 of the Quality Handbook, October
2003, online at
http://www2.warwick.ac.uk/insite/info/quality/courseapproval/).

A representative of the course team completes the Annual Course Review
report form for consideration by the rest of the course team and signs off
the final draft.

The Annual Course Review report is submitted by the course team to the
management of the partner institution (copied to the University Course
Convenor).

The partner institution management considers the Annual Course Review
report and either approves it and forwards it to the University for
consideration by the Collaborative, Flexible and Distributed Learning SubCommittee or pursues issues arising from the report with the course team.
If queries are pursued, these should be set out in formal correspondence,
and a formal response from the course team should be provided.

The Annual Course Review report (together with associated
correspondence where appropriate) is forwarded to the Secretary to the
Collaborative, Flexible and Distributed Learning Sub-Committee and
copied to the University Course Convenor for information.

The Secretary to the Collaborative, Flexible and Distributed Learning SubCommittee circulates the Annual Course Review report to CFDLSC
members for its next meeting (the usual deadline for submission of
undergraduate reports is 1 December and early January for postgraduate
reports).

Reports are considered by the CFDLSC and either approved or queried
with the University Course Convenor and/or the partner institution
management as appropriate. Liaison between the University and partner
institutions will be conducted through formal correspondence.

The Secretariat to the CFDLSC drafts a composite Annual Course Review
report covering all collaborative provision following consideration of
individual reports by the CFDLSC, for scrutiny by the Academic Quality
and Standards Committee.
Deadlines for the submission of Annual Course Review reports:
Undergraduate Annual Course Review reports: 1 December
Postgraduate Annual Course Review reports: first working day in January
9.
STAFF-STUDENT LIAISON COMMITTEES
All partner institutions are expected to establish a Staff-Student Liaison
Committee (SSLC) or equivalent as well as other appropriate mechanisms for
student feedback. The Course Coordinators (or the nominated Academic
Convenor of the SSLC) are required to complete an Annual Report, which
should be approved by the SSLC or student Chair, and submitted to the
University’s Teaching Quality team in the Academic Registrar’s Office.
Matters of concern will then be passed on to the relevant University
Committee(s); examples of good practice will be highlighted.
Principles underpinning SSLC arrangements in partner institutions

9
Staff-Student Liaison Committees constitute an important formal channel
through which the views of students on academic matters may be
communicated. Discussion should focus on teaching, learning and student
support issues. An SSLC should be informed of any major changes to the
curriculum and syllabus. The Staff-Student Liaison Committee shall not
consider matters relating to individual named member of staff or a
student’s personal grievances.

The Chair of the SSLC should be a student representative; the Chair in
collaboration with the Academic Convenor is responsible for establishing
an agenda for meetings.

SSLCs should meet regularly; ideally no less than four times a year.
Divergence from this practice should only occur when justification in terms
of the structure and delivery of the course may be provided and alternate
arrangements for on-going feedback from students are demonstrably in
place.

Departments should report back to SSLCs on action being taken as a
result of feedback. This includes disseminating information obtained from
student feedback, discussing issues raised by the feedback and
publicising the action resulting from student feedback. It is important that a
positive culture exists in which the department makes explicit its
commitment to listening to and responding to students’ views. Students in
turn have a responsibility to treat the process seriously and thoughtfully.

The SSLC system constitutes the mechanism for evaluating student
feedback and for identifying trends across courses offered or validated by
the University. Progress on issues identified throughout the year and in
previous years should be summarised in an Annual Report and
considered by the appropriate Board/Committee and the University’s
SSLC Coordinators.
Deadlines for SSLC Annual Reports
Undergraduate or below graduate level: 12 May 2006
Postgraduate courses: 14 July 2006
Forms on which to complete SSLC Annual Reports are available from the
SSLC web page at www.warwick.ac.uk/go/ sslc.
10.
ACADEMIC COMPLAINTS AND APPEALS
Students on franchised courses are fully enrolled students of the University.
If they wish to raise an academic appeal they will follow the University’s
appeals procedure as set out in the appropriate Regulations of the University
Calendar, which can be found on the University’s website.
Students on validated courses who wish to make an academic complaint or
academic appeal should be advised to follow the relevant procedure of the
validation institution. These procedures form part of the validation agreement
between the validated institution and the University.
If a student wishes to raise a complaint about academic provision, teaching or
learning issues, this should be via the University’s Academic Complaints
Procedure (www2.warwick.ac.uk/academicoffice/feedback/complain/). The
complaint should initially be considered by the Course Coordinator in the
10
teaching institution, to be referred to the University if the complaint cannot be
resolved at this stage.
If the complaint still remains unresolved, the student may be able to take it
further through the independent student complaints scheme run by the Office
of the Independent Adjudicator for Higher Education (OIA).
Further
information is available from the OIA website at www.oiahe.org.uk
11