ANNEX A
QAA Institutional Audit 2009 – UCL Action Plan
PART A – Recommendations from the QAA Institutional Audit Report
Recommendations
from the QAA IA
Report
(1) In the light of
previous progress on
harmonisation, and
in order to
consolidate further
the equivalence of
the student learning
experience, UCL
should maintain its
momentum towards
achieving the
institutional
coherence on
regulatory and
academic processes
identified by its own
committees.
Detail from the IA Report
(1a)The Report identified the
need for UCL to harmonise
the upgrading process for
MPhil to PhD. [paras 99 &
105]
(1b)The Report identified the
need for UCL to achieve the
full engagement of students
and staff with the Research
Student Log.[para 105]
Action
Responsibility and
Timescale
• Published guidelines
have been in place from
April 2009. Faculty
Graduate Tutors to be
consulted in 2010
regarding the success of
their implementation.
Head of Graduate
School
(Professor David Bogle)
April 2010
• GEESC to consider
whether the process
should be further
formalised and
monitored by Faculty
Graduate Tutors at its
second meeting of the
2009-10 session.
GEESC
(Professor David Bogle)
March 2010
• Uptake of the Log is
being monitored and will
be reviewed in
December 2009 when
the third cohort of entry
since the Log was made
mandatory is in place.
GEESC
(Professor David Bogle)
December 2009
1
June 2010
updates (shown in
bold)
A GEESC
working group on
upgrade had
already been
formed in 2008/9
to consider these
matters and had
produced a set of
guidelines,
approved by
GEESC at its
meeting on 25
February 2009.
The Chair asked
Faculty Graduate
Tutors how the
new procedures
for upgrade had
been working in
their Faculties.
The view was
generally positive
Uptake figures
were reported at
the February
meeting of
GEESC: “From
the launch of the
new log in
September 2007
to the end of
December 2009, a
total of 5582
registrations have
taken place on the
online Research
Student Log
(including 3662
research students
July 2011 update
Respondent
shown in Red
Prof David Bogle
COMPLETED.
New procedures
for upgrade in
place. Reviewed
at Faculty level
and all working
well.
Prof David Bogle
COMPLETED
Uptake is now at
97%
ANNEX A
and 1882
supervisors), that
is, student uptake
of 89%.
(1c)The Report identified that
students were aware of
certain variations in the way
different departments dealt
with certain operational
aspects of their assessment
experience including the
potentially variable quality
and timeliness of the
feedback they received. [para
36]
• UCLBE established a
working group to
consider the issue of
feedback to students
(both formative and
summative) and
submitted a report to the
October 2009 meeting of
AC. The Working Group
will revise its report in
light of the discussion at
the discussion at the
October 2009 meeting of
AC, with a view to
submitting final
proposals to the March
2010 meeting of AC.
2
UCLBE Working Group
(Professor Vince Emery)
March 2010
IN PROGRESS:
UCLBE set up a
working group
and
recommendations
for service
standard
minimums for the
UCL community
were submitted to
AC in October
2009. AC raised a
number of issues
and the
recommendations
were revised by
the working
group. Revised
proposals were
approved by AC
ats its meeting in
March 2010. The
agreed service
standards for
feedback to
students will be
implemented in
the 2010/11
academic session
Ms Sandra Hinton
-EdCom Secretary
Since AC’s March
2010 approval of
UCL-wide service
standards the
UCLU has raised
a number of
concerns about
how well these
had been
communicated to
students and
staff. UCLU
conducted its own
feedback survey
and promotional
activity. The
report was
discussed by
JSSC and
Education
Committee
(EdCom) and its
recommendations
included the more
effective
dissemination of
the service
standards,
including their
incorporation into
the Academic
Manual and a
request to EdCom
that each
department be
asked provide a
map of its
assessments and
to develop a
ANNEX A
(2) Where an
institutional position
has been reached
on the harmonisation
and simplification of
regulatory and
academic
processes, UCL
should seek to
achieve full and
timely departmental
engagement and
alignment.
(2a)The Report noted that the
adherence to institutional
policy on peer observation of
teaching by departments was
not universal and identified
the need for UCL to continue
to work to improve the takeup and reporting
mechanisms. [paras 72 & 80]
• QMEC to discuss the
implementation of UCL’s
policy on PoT at its first
meeting of session
2009-10.
3
QMEC
(Professor Mike Ewing)
November 2009
QMEC received a
paper from Dr
Jane Hughes of
CALT containing
suggestions for a
review of UCL’s
PoT processes.
QMEC noted the
continuing issues
regarding lack of
compliance with
UCL’s current PoT
scheme but
observed that as
none of the
alternative
approaches
outlined in the
document
appeared to
guarantee
increased
engagement and
some of them
appeared to
demand a
significant
increase in staff
time commitment
and resources, it
would be more
appropriate if UCL
retained and
continued to
encourage
engagement with
departmental
action plan
detailing how
feedback to
student could be
improved. EdCom
will oversee the
implementation of
all the UCLU’s
recommendations
Ms Sandra Hinton
-QMEC Secretary
ONGOING
QMEC continues
to discuss ways
to increase the
uptake of PoT in
those faculties
where this is still
an issue. To this
end, in July 2011
the QMEC Chair
resolved to
convene a small,
time-limited
working group to
(i) identify with
faculties the
perceived
obstacles to full
implementation of
PoT and (ii)
review and update
the existing
published
material on PoT.
ANNEX A
its existing
scheme.
The mechanism
has been
established and
will be piloted in
July 2010 with
staff in the
Division of
Population Health.
QMEC will
received a report
at its autumn
meeting
• FBS is piloting an
electronic mechanism for
the recording of PoT. A
report on the success of
this pilot is to be
considered by QMEC at
its second meeting in
session 2009-10.
(2b)The Report identified the
need for UCL to ensure the
training of research
supervisors before they
undertake supervision. [para
104]
(2c)The Report noted UCL’s
admission of residual
deficiencies in the student
record system (Portico)
regarding Research Student
records. [para 104]
• Faculties to maintain
lists of approved
Supervisors. Where this
is not being done, the
Head of the Graduate
School will contact
Faculty Graduate Tutors
to request lists by no
later than 1 September
2009.
• The Research Student
View has been built into
PORTICO and released
on 6 April 2009. This
was announced by the
Head of the Graduate
School by email to all
staff and students on 24
4
QMEC
(Professor Mike Ewing,
Dr Anita Berlin)
March 2010
Ms Sandra Hinton
QMEC Secretary
Staff and
structural
changes in the
Division meant
that his pilot did
not happen.
Head of Graduate
School (Professor David
Bogle)
September 2009
Completed.
All faculties now
hold lists of
approved
supervisors.
Prof David Bogle
COMPLETED
Head of Graduate
School (Professor David
Bogle)
April 2009
Completed.The
Research Student
View was built in
to PORTICO and
released and
announced to all
staff and students
in April 2009.
Prof David Bogle
COMPLETED
ANNEX A
April 2009.
PART B – Issues Arising from the UCL Union’s Student Written Submission
Issues arising from
the SWS
Issues also noted in the IA
Report
Action
Responsibility and
Timescale
(3) UCL should give
serious
consideration to the
issue of feedback on
academic
assessment as this
is one of the key
areas of student
concern across the
institution. [SWS
p.40]
(3a)The IA Report identified
that students were aware of
certain variations in the way
different departments dealt
with certain operational
aspects of their assessment
experience including the
potentially variable quality
and timeliness of the
feedback they received. [para
36] (see recommendation (1)
above)
• See action identified in
respect of (1c) above.
See responsibility
identified in respect of
(1c) above.
(4) UCL should
ensure it better
informs students of
actions taken in
response to student
feedback. [SWS
p.40]
(4a)The IA Report identified
that UCL had in place
effective means to inform
itself of the views of students
and that, not only did it have
an overview of alignment with
its requirements, but could
also demonstrate the value it
placed on the views of
students and the actions it
sought to take in the light of
such views. However, the
feedback to students on such
actions was not always fully
effective. [para 45]
• Improved guidance and
briefing for all DSSCC
and new DTC and FTC
secretaries regarding (i)
the reporting of results of
matters arising from
previous meetings and
(ii) more accurate
minute-taking,
particularly in the
reporting of actions
taken in response to
feedback.
Academic Services
(Mr Gary Hawes, Ms
Sandra Hinton)
5
June 2010
updates (shown in
bold)
IN PROGRESS
Please refer to
item (1c) above
July 2011 updates
Briefing sessions
for secretaries of
DSSCCs were
held on 11
December 2009.
Further briefing
sessions for
secretaries of
DTCs and FTCs
were held on 22
April and 23 April
respectively.
Although the April
2010 sessions for
DTC and FTC
secretaries were
aimed primarily at
new secretaries,
they also doubled
at refresher
sessions for
secretaries who
Sandra Hinton –
Academic
Support
ONGOING
Briefing sessions
for new
secretaries of
DTCs, FTCs and
DSSCCs continue
to be held
annually (most
recently in April
2011) and are
designed to focus
in particular on
more accurate
minute-taking,
particularly in the
reporting of
actions taken in
response to
feedback.
ONGOING
Please refer to
item (1c) above
ANNEX A
had attended the
sessions that had
been offered
previously during
2008-09.
• JSSC to consider, at its
first meeting in the 200910 session, issues of
timeliness of reporting
back on action taken in
response to student
feedback and to inform
student representatives
of where key committee
minutes were to be
found.
(5) There is a strong
call for additional
space (while
acknowledging that
in a central London
university this is not
necessarily a
reasonable request).
[SWS p.40]
• Issue to be referred to
Director of EFD for
response.
JSSC
(Dr Ruth Siddall)
November 2009
EFD
(Mr Andrew Grainger)
6
JSSC discussed
this at its
November (Item 9)
and February
(Item
13B) ) meetings
and agreed to put
this information
on
the revised "Stude
nt
Representation"
page. The
February meeting
also noted that
there is some
funding available
to help develop
this webpage. This is still
on-going and will
be reported to
JSSC next year.
A comprehensive
utilisation study
of the
Bloomsbury
Campus has
recently been
completed and
results will be
communicated
shortly.
This is being
followed by a
strategic master
Dr Ruth Siddall &
Mr Rob Traynor
JSSC Secretary
ONGOING
This is currently
in progress and a
basic page will be
there before the
end of August
2011.
There is an
ongoing overhaul
and redesign of
the Dean of
Students Website
during the next
academic year
(2011/12). See:
http://www.ucl.ac.
uk/dean-ofstudents/represen
tation
Mr Andrew
Grainger
ONGOING
The UCL Estate
Strategy is
subject to an
ongoing
comprehensive
review. Following
completion of a
thorough
utilisation study
in 2010, a
ANNEX A
planning exercise
to establish a long
term framework
for improvement
and development
of the estate in
future years. 7
masterplan
process for the
Bloomsbury
Campus was
commissioned
and in July 2011,
UCL Council gave
approval to the
Bloomsbury
Masterplan, a long
term and flexible
framework for the
improvement and
development of
theBloomsbury
estate for the next
ten years and
beyond. The plan
sets out a series
of cohesive and
complimentary
strategies to
guide change and
improvement
infuture. A
substantial
investment
programme
results, which in
the first 3 years to
2013/14 is likely to
amount to over
£200 million.
Specific
ambitions of the
masterplan
include making
more efficient and
effective use of
UCL's estate,
improve both
teaching and
learning facilities
and the student
experience.
ANNEX A
(6) UCL should
provide better and
more focused
information for
International and
part-time students.
[SWS p.40]
(7) UCL should
consider the role of
students within the
institution and the
restrictions it places
on students as the
core members of the
institution (limited
access to space,
limited
representation on
committees, and
limited contact time
with staff). [SWS
p.40]
• Issue to be referred to
Educational Liaison,
Registry, for response.
Educational Liaison
(Mr Nigel Percival)
• The StARs initiative to
be reviewed towards end
of the first term of
session 2009-10 and
revised as necessary.
UCL Union
(Mr Josh Blacker)
December 2009
• UCL Union
representatives to report
on the outcome of the
above review to the
second meeting of JSSC
in session 2009-10.
8
UCL Union, JSSC
(Mr Josh Blacker, Dr Ruth
Siddall)
February 2010
June 2010 update
not received
Mr David
Ashton/Mr Mark
Pickerill
As a result of
reorganisation
within the former
Registry; the fact
that there have
been vacancies in
this area and
currently there are
temporary
arrangements in
place, there have
been delays in
progressing this.
Role of students the review of the
StARs system has
been conducted
by the StARs
Steering Group,
which consists of
UCL Union
officers, Faculty
Tutors and the
Dean of Students
(Academic). It
has identified a
number of
strengths and
weaknesses in the
system and
outlined a series
of strategic aims
and objectives
designed to, inter
alia: (i) raise the
profile of StARs in
UCL; (ii) clarify
the StARs' roles
and the
expectations of all
stakeholders;
(iii) improve
Dr Ruth Siddall &
Mr Rob Traynor
JSSC Secretary
ONGOING
The StAR-SG
continued to
review student
representation
and report to
JSSC in 2010-11.
JSSC approved
changes to the
StARs-SG
membership,
communications
strategy and the
StARs
appointment
schedule. In
order to improve
communication
with the faculties,
the StARs-SG is
setting up a
network of
Faculty Contacts
to liaise between
UCLU and the
academic
ANNEX A
communication
between the
departments and
UCL Union and
(iv) promote
StARs at faculty
level. The StARs
Steering
Group meets
regularly and
reports its
progress to JSSC.
departments.
DSSCC minutes
showed evidence
that StARS were
becoming more
recognised and
embedded in UCL
practice. Some
further work is
required with
academic
departments to
highlight the
importance of
these roles.
Mr Rob Traynor
JSSC Secretary
AC continues to
receive the
Student Data
Overview Report
from the JSSC.
Officers are , at
AC’s request,
currently
reviewing its
format so that it is
more focused,
easier to digest
and offers AC a
clearer steer
regarding how
any concerns it
raises might be
more effectively
addressed.
Ms Sandra Hinton
– QMEC Secretary
The reports of
both faculties (the
Faculty of Life
Sciences and the
Faculty of the
Built Environment
have been
(8) UCL should
consider the
inconsistencies that
exist between
departments which
have led to radically
conflicting student
experiences. [SWS
p.40]
• PIASG noted this as a
matter of concern which
affects various areas of
UCL’s operation and is a
cross-cutting theme
where AC is best placed
to maintain an overview.
Academic Committee
(Professor Michael
Worton)
AC maintains an
overview of
issues affecting
the quality and
consistency of the
student
experience eg
through the
annual receipt of
the Student Data
Overview Report
from the JSSC.
(9) UCL should
review the
departments (sic)
and identify where
and why student
satisfaction is low
(ie. IS and MAPS).
[SWS p.40] (See
also
• SWS to be circulated to
all Deans of Faculty for
discussion at FTCs.
QMEC
(Professor Mike Ewing)
January 2010
• Responses from Deans
of Faculty to be
considered by QMEC at
its second meeting of
9
QMEC
(Professor Mike Ewing)
March 2010
Full reports for all
but two faculties
were received and
considered at
QMEC’s meeting
of 9 March 2010.
The UCL Union
Education and
Welfare Officer
ANNEX A
recommendations
(1) and (2) above
from the Institutional
Audit Report.)
session 2009-10.
noted that he was
satisfied that
appropriate action
was now being
taken to address
the issues raised
by the SWS.
The two faculties
from whom
reports were not
received are being
chased.
subsequently
received by the
QMEC Secretary.
PART C – Issues Arising from the Preparation for the Institutional Audit/the Drafting of the Institutional Briefing Paper
Issues arising from
the preparations
for the IA/drafting
of the IBP
(10) Support for, and
coordination of,
QME processes and
activities
Detail of issues
Action
Responsibility and
timescale
June 2010
updates (shown in
bold)
July 2011 updates
(10a) Appropriate locus of
responsibility for ensuring the
implementation of UCL’s
quality monitoring and review
processes.
• PIASG noted that, in
accordance with UCL’s
academic-led QME
strategy, faculties have
responsibility for
ensuring the effective
implementation of QME
processes within the
pyramidal and devolved
structure. Within
faculties, the Faculty
Tutor plays a key role in
this area.
Dean of Students
(Academic)
(Professor Mike Ewing)
Ongoing
Ongoing, most
recent meeting 1
June. Progress is
hampered by the
uncertainties
associated with
the wider review
of UCL’s
committee
structure.
• Regular meetings to take
place between the Dean
of Students (Academic)
and Faculty Tutors to
exchange information
and share good practice.
QMEC/Academic
Services
(Professor Mike Ewing/Mr
Jason Clarke)
Ongoing
QMEC has begun
considering
nomenclature.
Ms Sandra Hinton,
QMEC Secretary
and Mr Jason
Clarke, AC
Secretary
Following
Completion of the
Review of AC and
its substructure
and the wider
Committees
Review, the role
of Faculty Tutor is
key within UCL
QME structures.
Also, QMEC and
its Officers keep
QME policies and
procedures under
review and clearly
assign
responsibilities
for their
implementation to
relevant officers.
• Need to ensure that
language and
terminology used in
QME policies,
10
ANNEX A
(11) QME-related
committee structure
procedures and other
documentation make
clear responsibilities in
relation to QME.
(10b) Resource implications
of greater institutional
monitoring of key QME
processes.
(10c) The possible need for
greater communication about,
and coordination of, UCL’s
quality enhancement
activities
• See action identified in
respect of (10a) above.
(10d) Need to ensure that an
appropriate and effective
balance is being maintained
between ‘trust’ and
‘accountability’.
• See action identified in
respect of (10a) above.
(11a)The Annex notes that
the audit team initially found
• It had been agreed that
a review of Academic
• QMEC to receive a
paper from the
Academic Services
officers on developing
UCL’s approaches to QE
at its second meeting of
session 2009-10.
11
See responsibility
identified in respect of
(10a) above.
QMEC/Academic
Services
(Professor Mike
Ewing/Mr Tim Perry)
March 2010
See responsibility
identified in respect of
(10a) above.
AC
(Professor Michael
See (10a) above
See (10a) above
QMEC has
discussed
possible
definitions of
quality
enhancement and
asked Academic
Services officers
to draft a
definition for
approval by
Chair's action on
behalf of QMEC.
A draft definition
will be forwarded
to the QMEC
Chair in June
2010.
Ms Sandra Hinton
QMEC Secretary
A definition of
UCL’s approach
to QE was
approved by
QMEC Chair’s
Action in
November 2010.
QMEC has since
discussed the
various ways in
which UCL might
more effectively
capture the many
processes and
activities which
contributed to
those areas of
enhancement
covered by the
definition. QMEC
Officers are giving
further
consideration as
to how this might
be done.
See (10a) above
See (10a) above
Proposals for the
reform of AC and
Awaited
ANNEX A “the multiplicity of committees
and the matrix of pyramids
and executive functions
confusing”, but goes on to
state that ”…throughout the
course of the audit, the team
developed the view that,
whilst the number of
deliberative engagements
and interactions brings
complexity, it also culminates
in a well-defined approach to
institutional academic
reflection, and also provides
short routes to staff in
leadership roles who are able
to take executive action at
most levels once agreement
has been achieved.”
Notwithstanding the second
clause above, is the structure
of committees with
responsibility for various
aspects of UCL’s QME
operations too complex?
[para 23]
(11b) Is there a need and/or
potential for greater alignment
of roles of key institutional
committees involved in
developing and implementing
UCL’s QME agenda ie
Committee and its
substructure would take
place over summer
2009.
Worton)
January 2010
• A questionnaire on
existing committee
structures/operations
was sent over the
summer to
chairs/secretaries of AC
sub-committees and
standing committees
reporting to AC.
Responses were
discussed at a meeting
of these officers in
September 2009, with a
view to specific
proposals then being put
to AC for consideration.
The AC officers were
subsequently advised
that a larger review of
UCL committee
structures would be
taking place in the near
future. The AC officers,
the Chair of PIASG and
the Director of Academic
Services will meet in
January 2010 to
discuss, against the
background of this larger
review, proposals arising
from the review of
existing AC and related
committee
structures/operations.
• PIASG notes that
communication between
QMEC and ESCILTA will
be enhanced by the
appointment of the Dean
of Students (Academic)
12
its sub-structure
were approved
by AC at its
meeting in March
2010 and will take
effect from 1
September 2010.
Proposals arising
from the broader
review of the UCL
committee
system will be
submitted for
approval to the
July 2010
meeting of
Council.
Dean of Students
(Academic)
(Professor Mike Ewing)
Ongoing
In progress.
PIASG/AC
officers
undertook a
review of the
configuration and
Ms Sandra
Hinton EdCom
Secretary
Final proposals
for UCL
committees were
ANNEX A QMEC, ESCILTA and UCLBE
as Chair of both these
committees. The Chair
of QMEC is an ex officio
member of the UCLBE
and this will facilitate
communication between
these three committees.
– particularly in the area of
the development and
implementation of strategies
and policies relating to
assessment. (See also
Review of internal QME
processes at (25) below.)
• Dean of Students
(Academic) to keep
position under review, in
liaison with relevant
committee officers.
(12) Good practice in
committee
operations
(12a) Need to ensure best
practice in committee
operations, eg in minuting of
meetings of boards of
examiners, at programme
and faculty-level, ensuring
action taken by committee
Chairs on behalf of their
committees is reported to
subsequent meeting of the
committee concerned.
•
UCLBE officers to
advise BoEs of the need
to adhere to (i) general
UCL requirements in
relation to committee
operations and (ii) any
specific requirements
from the UCLBE.
13
UCLBE
(Professor Vince Emery)
By July 2010
operation of AC
and its
substructure. On
23 March 2010,
AC approved a
report from the
PIASG/AC
officers following
their review. The
recommendation
s approved by
AC included the
proposal that
ESCILTA should
be disestablished
with effect from 1
September 2010.
Policy on
Assessment is in
advanced stage
but further
progress must
await the final
outcome of the
wider UCL review
of committees.
IN PROGRESS:
New UCLBE
requirements are
included in the
Regulations for
Boards of
Examiners and
new items (i.e.
those not
previously
published in the
regulations) are
identified in
summary format
at the front of the
regulations. In
addition, from the
third term in the
2009/10 session,
Faculty members
approved by
Council on 6 July
2010.
Responsibility for
defining,
monitoring and
reviewing (on
behalf of AC)
UCL strategy,
policy and
procedure in
respect of all
matters relating
to the
assessment of
taught students
now belongs to
EdCom.
COMPLETED
ANNEX A
of UCLBE will
receive papers
electronically so
that these can be
distributed for
discussion by
BoE and feedback
provided when
required.
•
In addition to briefings
for new committee
secretaries, ‘refresher’
briefings to be offered
by Academic Services
for existing committee
secretaries to ensure
best practice.
Academic Services
(Mr Tim Perry)
September 2009
Briefing for
committee
secretaries will be
provided by
Academic
Services (AS) in
the future to the
extent that AS
staff resources
allow.
See action
identified in
respect of (4a)
above.
•
Governance Committee
(with advice from AS) to
consider strengthening
existing expectations for
standardisation of
institutional-level
committee minutes.
Governance Committee
(Mr Tim Perry)
March 2010
Responsibility for
taking forward
this action is
expected to
change in light of
a review of UCL
committees which
is currently taking
place - ie the
Director of
Academic
Services, rather
than the
Governance
Committee, will
take this forward.
Subject to the
approval of
Council in July
2010, the Director
of Academic
Services will
submit to the
Ms Sandra Hinton
Academic
Support
As part of the
second wave of
the review of UCL
committees
Governance
Committee was
disestablished
with effect from 1
August 2011. The
increased
standardisation of
institutional-level
committee
minutes will now
be taken forward
by Academic
Support Officers.
14
ANNEX A
(13) Review of AC’s
Guidelines for Good
Practice (the ‘Gold
Book’)
Provost's SMT in
the Autumn Term
2010 proposals
regarding, inter
alia, minuting of
UCL committees with a possible
view to
implementation of
any changes from
the start of 2011.
The IASG (on 25.06.08)
debated the extent to which
the ‘Gold Book’ was used as
an internal reference point.
While the ‘Gold Book’, or
reference to the constituent
sections of the ‘Gold Book’,
was an integral part of the
IQR process, it was not used
extensively in other areas. It
had originated as a distillation
of good practice from the
Academic Manual, but had
been overtaken by the
decision to post the Academic
Manual online, which also
included recommendations
on good practice. Although
AS traditionally updated the
Gold Book in conjunction with
relevant departments/areas,
there were no obvious
‘owners’ of the sections of the
‘Gold Book’ in the same way
that there were of the various
sections of the Academic
Manual. Officers agreed to
investigate further outside the
meeting the use made of the
Gold Book in other areas.
• A report to be made to
QMEC proposing a plan
and timeline for the
comprehensive review
of the structure and
content of the ‘Gold
Book’ at its first meeting
of session 2009-10 for
submission to AC in
December 2009.
A comprehensive review of
the structure and content of
the ‘Gold Book’ was overdue.
15
Academic Services
(Mr Tim Perry)
November 2009
Academic
Committee, on the
recommendation
of QMEC, has
approved the
discontinuation of
the Gold Book
from the start of
session 2010-11
and a revised
structure and list
of contents for the
Academic Manual
with effect from
the same date.
The detailed
review and
revision of the
new list of Manual
contents is well
underway.
Ms Sandra Hinton
Academic
Support
The new
Academic Manual,
reconceived as a
compendium of
key documents
relating to UCL’s
academic quality
management and
enhancement
operations, in
particular Internal
Quality Review
(IQR) was
launched by the
Vice-Provost
(Academic and
International) on
25 October 2010.
ANNEX
(14) Alignment
of A (14)The IASG (on 25.06.08)
key UCL strategies
originally discussed the
importance of ensuring that
key UCL strategies were
aligned, cascaded,
embedded and reviewed, as
these provided the strategic
framework for UCL’s routine
operations. Strategies which
contained an implementation
plan were more likely to
become embedded as they
were regularly reviewed and
updated in accordance with
the implementation plan. The
IASG suggested that a list of
key UCL strategies should be
prepared.
(15) Management of
the content of UCL’s
web
presence/provision
of public information
(15a) Officer/departmental
‘ownership’ or responsibility
for the maintenance of UCL’s
web presence.
• The PIASG noted (see
item 24c below) that the
development of a UCL
Institutional Web
Strategy was underway
which would ‘address
the governance,
taxonomy and overall
quality of UCL’s web
presence’ and agreed
that its officers should
seek clarification of the
full scope of the Strategy
eg whether it would
encompass both
academic and corporate
websites, and the
timescale for its drafting,
completion and
publication.
• See action identified in
respect of (14) above.
Director of Learning &
Media Services
(Mr Jeremy Speller)
February 2010
June 2010 update
awaited
Awaited
See responsibility
identified in respect of
(14) above.
See responsibility
identified in
respect of (14)
above
See responsibility
identified in
respect of (14)
above
(15b) Mechanisms to ensure
that material which is posted
on the web site is accurate
and up-to-date.
• See action identified in
respect of (14) above.
See responsibility
identified in respect of
(14) above.
See responsibility
identified in
respect of (14)
above
See responsibility
identified in
respect of (14)
above
(15c) Need for a single point
for publishing key institutional
strategies and policies (a
UCL ‘policy zone’).
• See action identified in
respect of (14) above.
See responsibility
identified in respect of
(14) above.
See responsibility
identified in
respect of (14)
above
See responsibility
identified in
respect of (14)
above
Responsibility and
timescale
Progress
Student Administration,
Registry
(Mr David Ashton)
IN PROGRESS: A
project is in
development that
PART D - Issues Arising from the Self-evaluations Prepared for Key Areas
Issues arising from
the Selfevaluations
(16) External
Examiners,
standards and
Detail from Self-evaluations
(16a) Speedier response
back to External Examiners
Action
• A bid to ISC for
development work in this
area within Portico has
16
Mr David Ashton
The Portico
project is still in
ANNEX A
assessment
been informally
approved.
By July 2010
(16b) Less paper-based
activity would assist with
speed and communication.
• See action identified in
respect of (16a) above.
See responsibility
identified in respect of
(16a) above.
(16c) More comprehensive
reports from departmental
examination boards through
to UCLBE via faculties.
• Initial discussion took
place at UCLBE’s July
2009 meeting with a
view to resolving this
issue. There is evidence
to indicate that this
needs to be taken
forward.
UCLBE
(Professor Vince Emery)
By July 2010
(16d) Review of Harmonised
Scheme of Award. (See also
(28) below.)
• To be reviewed by
UCLBE and a report
made to AC. Review will
be informed by 2007-08
and 2008-09 degree
results.
UCLBE
(Professor Vince Emery)
By July 2010
17
includes a more
efficient method
of responding to
external
examiners. It is
envisaged that the
development will
become
operational in
September/Octob
er 2010
See item (16a)
above
Completed.BoE
minutes are
reviewed by
Faculty BoE
Chairs and annual
reports are
submitted to
UCLBE. Items of
concern and best
practice are
identified in the
annual reports
and discussed by
UCLBE. When
required, further
information is
sought by the
Chair of UCLBE,
via the Secretary
and issues are
discussed further
with the Chair of
UCLBE.
IN PROGRESS: In
the first term of
the 2010
academic session
reports
comparing UG
student results for
2007/8, 2008/9 and
place and at the
end stages. The
first year of the
fully online
system will be
2011/12. The
project is still live
to oversee
effectiveness and
deal with any
issues arising.
Mr David Ashton
All online from
2011/12 (see
above)
Mr David Ashton
UCLBE met once
in 2010/11 on 1
December 2011.
Education
Committee is
about to review
the method of
reporting of Board
decisions from
Department,
through to Faculty
through to
UCLBE/EdCom
Mr David Ashton
& Ms Sandra
Hinton EdCom
Secretary
Review of the
Harmonised
Scheme of Award
is now the
ANNEX A
2010/11 will
analysed by
Officers of UCLBE
and distributed to
Depts/Divisions
requesting
feedback. The
analysis and
feedback will be
considered by
UCLBE and
reported to AC.
(16e) Consider variation of
volume of assessment
associated with a particular
block of learning.
(17) Approval of new
programmes
(17a) Move to more electronic
capture of information
• PCASG to raise the
issue with a view to
referring for further
discussion to GEESC
and UEESC as
applicable (but see also
review of AC’s
substructure at (11)
above).
• A bid to ISC for
development work in this
area within Portico has
been informally
approved.
18
PCASG
(Professor Vince Emery)
See (11b) above
Student Administration,
Registry
(Mr David Ashton)
By July 2010
IN PROGRESS:
Portico Technical
Services, Portico
Service Office and
the Curricular
Development and
Examiners
Section are
developing an online new
responsibility of
EdCom. In June
2011 Faculty
Tutors were sent
programme level
data relating to
the Harmonised
Scheme of Award
so that it could be
reviewed together
with Faculty
variations on the
Harmonised
Scheme. EdCom
has requested
submission by
each Faculty of a
collated report on
the outcome of its
departmental/divi
sional review and
these will be
submitted to
EdCom’s first
meeting of the
Autumn Term
2011
See (11b) above
Mr David Ashton
Online PIQ now in
place
ANNEX A
(17b) Problems of
implementation of new
policies on existing
programmes and courses and
of integration across UCL.
• The issue of
harmonisation in this
area to be reviewed by
PPDExSCo (and its
PCASG) and UCLBE.
The need for greater
harmonisation in this
area is key and will need
to involve a review of
areas where there is
significant divergence of
practice. (NB Some
steps are already being
taken in the following
areas: ECTS values for
courses;handling of
extenuating
circumstances; handling
of late submission of
coursework.)
19
PPDEXSCo/PCASG and
UCLBE
(Professor Iain Borden,
Professor Vince Emery,
Mr David Ashton)
Ongoing
programme and
programme
amendment
process that
captures
programme
information and
provides a
comprehensive
audit trail for the
approval process.
The online tool
will be
implemented in
the first term of
the 2010
academic
session.
IN PROGRESS
As set out in 12a
above, new
policies and
procedures for
handling
extenuating
circumstances,
service standards
for feedback to
students across
UCL have been
considered by
UCLBE and
recommendations
made to AC. The
standardised
procedures will be
implemented in
the 2010
academic
session. ECTS
values have been
standardised and
for masters level
programmes a
standardised UCL
module credit
David Ashton
EdCom has been
undertaking work
to move towards
greater
harmonisation
and has
established a Sub
group specifically
to look at
regulatory matters
in more detail.
The introduction
of the merit was
instituted last
session and
applied
immediately
ANNEX A
structure will be
fully implemented
by 2012.
• Director of Educational
Liaison to provide.
Director of Educational
Liaison
(Mr Nigel Percival)
(17d) Better ways to identify
duplication and over
provision.
• Reports will be required
as part of the
developments under
(17a).
Student Administration,
Registry
(Mr David Ashton)
By July 2010
(17e) Need to ensure that
effective processes are in
place to ensure that new or
revised policies and practices
filter to all levels of UCL.
• Dissemination of
decisions taken by AC to
be considered as part of
the review of AC and its
substructure.
AC
(Professor Michael
Worton, Mr Jason Clarke)
January 2010
• Possibly further editions
of the Student
Administration.
Student Administration,
Registry
(Mr David Ashton)
Ongoing
(17c) More diagnostic tools to
test market and financial
viability
(18) Student
representation,
feedback and
role in QME
(18a) Dissemination of ISB
data to faculties and CSS
divisions.
• Issue of the recruitment
of a new member of staff
in the Registry to
analyse and compile ISB
data to be referred to the
Director of Educational
Liaison for response.
20
Director of Educational
Liaison
(Mr Nigel Percival)
November 2009
0.5 FTE Market
Research Officer
to commence 1
July; provision of
diagnostic tools
to form part of the
post-holder’s
workplan for
2010/11
IN PROGRESS:
Developments as
set out in 17a will
assist Faculty
Offices and
Registry in the
identification of
duplication and
over provision.
See (11) above
ADMINISTRATION
A new edition of a
Student Services
Newsletter will be
circulated in the
first term of the
2010 academic
session,
highlighting new
policies and
procedures.
New
arrangements to
be implemented
following
completion of the
Registry reorganisation in
Ongoing
See (17a) above
See (11) above
Mr David Ashton
Mechanisms for
the dissemination
of key committee
decisions will be
reviewed during a
forthcoming
review of AC.
Mr David Ashton
As a result of
reorganisation
within the former
Registry; the fact
that there have
been vacancies in
ANNEX A
summer 2010
(18b) Potential to develop
rewards for student
representation, linked to
transferable skills/extra
curricular activities
development
• JSSC will be actively
promoting this initiative.
JSSC
(Dr Ruth Siddall to note)
Ongoing
StARs Steering
Group also
looking at this
and will report to
JSSC. See
response to (7)
above.
• Recommendations from
UCL Union StARs
Annual Report 2009 to
JSSC to be discussed
and implemented
summer 2009.
UCL Union officers
(Mr Josh Blacker)
From May 2009
See response to
(7) above.
• In addition the Personal
Tutoring Project Board
will examine this scheme
and attempt to embed it
within departmental
structures.
Personal Tutoring
Project Board
(Professor Mike Ewing)
Ongoing
Personal Tutoring
Strategy adopted
by AC in March.
Project Board
continuing until
autumn to assist
JSSC in review of
implementation.
PT Handbook
21
this area and
currently there are
temporary
arrangements in
place, there have
been delays in
progressing this.
Dr Ruth Siddall &
Mr Rob Traynor
JSSC Secretary
ONGOING
This is still ongoing and the
StARs-SG will
discuss this
futher next
session and
report to JSSC.
StARs currently
receive a
certificate at a
UCLU awards
ceremony, subject
to their
participation in
SSCCs and other
committees.
See response to
(7) above.
Ms Sandra Hinton
EdCom Secretary
Development,
review and
monitoring of the
implementation
of the Personal
Tutoring Strategy
is now the
responsibility of
ANNEX A
update for web is
draft with
completion
expected by
September 2010
EdCom. In July
2011 a progress
report was
sought from all
Faculty Tutors on
the first year of
the Strategy’s
implementation.
Faculty Tutors
have been asked
to distribute a
proforma to their
departments,
asking them to
note progress
against or
comments on
each of the key
elements of the
strategy. An
overview of
responses, will
then be
submitted for
discussion to
EdCom’s first
meeting of the
Autumn Term
2011.
(18c) Improvement to
recruitment processes for
faculty-level student
representatives (JSSC and
AC current discussion)
• See action identified in
respect of (18b) above.
See responsibility
identified in respect of
(18b) above.
StARs Steering
Group also
looking at this
and will report to
JSSC. See
response to (7)
above.
ONGOING
action progressed
in 2010-11, see
response to (7)
above.
(18d) Development of a new
UCL website focusing on
student representation. There
is some room for
improvement in student
representation through filling
vacancies at faculty level and
improving representation by
• This matter was
discussed by JSSC at its
June 2009 meeting.
JSSC officers to discuss
this issue further over
the summer with a view
to submitting proposals
to the first meeting of
22
JSSC Officers
(Dr Ruth Siddall, Mr Rob
Traynor)
November 2009
See response to
(4A) above.
Dr Ruth Siddall &
Mr Rob Traynor
JSSC Secretary
ONGOING
See response to
(4A) and note that
the UCLU website has also
ANNEX A postgraduate students on
taught programmes.
(18e) JSSC to receive
overview of SEQs.
JSSC in session 200910.
• JSSC received only a
small number of SEQ
faculty summaries in
2008, but will be
requesting them again
for the next session, to
be considered alongside
NSS, ISB and DSSCC
minute data.
• SEQ data to be reported
to November JSSC
meeting and included in
its Annual Student
Feedback Data
Overview report to AC.
JSSC to review issue of
SEQ data at its second
meeting of the 2009-10
session.
23
developed an
extensive student
representation
page, including
comprehensive
information on the
StARs system
JSSC
(Dr Ruth Siddall)
February 2010
This may be
considered
ongoing. Dean of
Students
(Welfare) will
consult with
Faculty Tutors
and Academic
Services (Rob
Traynor) over the
summer to
construct a
usable feedback
mechanism to
compile and
disseminate the
data. SEQs We intend to
request that
departments and
faculties consider
the SEQ data at
an earlier stage,
so that the
overview reports
can be received
by JSSC in time to
consider with the
NSS, ISB and
DSSCC
minutes. Will be
working on the
details for this
over the summer,
as, Dean of
Students
(Welfare)
indicates below.
Dr Ruth Siddall &
Mr Rob Traynor
JSSC Secretary
ONGOING
Faculty summary
of SEQ now
included in the
Annual
Monitoring
reporting
proforma and
received by JSSC.
The data is
discussed at
JSSC’s second
meeting and
included in the
Student Data
Overview report,
where it is
compared with
the NSS, ISB and
DSSCC data.
ANNEX A (19a) There is a need for
(19) Learning
resources
effective ways of assessing
provided by ISD
the quality of the use of
learning technologies at UCL
alongside quantitative
measures.
• LTSS and CALT
proposed a set of
minimum standards for a
VLE course which were
approved by AC. The
minimum standards will
be accompanied by a set
of guidelines for good
practice which are under
development.
Learning Technologies
Support Manager
(Dr Fiona Strawbridge)
• Two senior staff have
recently joined the LTSS
and are providing more
individual support and
advice than was possible
before. These staff are
also seeking out
exemplars of good
quality and identifying elearning champions.
Individual support and
guidance, and
identification of good
practice – in progress
and ongoing.
24
Minimum VLE
standards - in progress
and due for publication
by end December 2009.
Minimum VLE
standards were
ratified by AC in
June 2009, and
publicised in allstaff email,
together with
comprensive
guidelines on
good practice, in
March 2010.
Work is in hand to
identify how elearning should
best be
incorporated into
the documents
which comprise
the Academic
Manual and this
will be completed
by Sept 2010. The
new Instutional
Learning and
Teaching Strategy
includes a
commitment to
introduce a new
framework for
quality assurance
and enhancement
of e-learning
provision.
Dr Fiona
Strawbridge
LTSS and CALT
have drafted a
framework for
quality assurance
and enhancement
for e-learning
which proposes
intervention at the
programme/modul
e planning stage;
during the
ongoing
monitoring/reporti
ng cycle; and
through
departmental
strategic review
and planning.
This will be
presented to
QMEC.
The 'Minimum
requirements for
Moodle courses'
are available
at: http://tinyurl/u
clmoodleminreq
and require all
taught modules
to have a
consistent set of
information and
resources with a
deadline of
September 2011.
LTSS have been
working with
departments to
ensure that all
modules are in
Moodle, to a
minimum
standard, by this
ANNEX A
deadline, and this
work is nearly
complete. Note
that two
departments are
using
alternatives to
Moodle.
• At present e-learning is
not included explicitly in
UCL’s policies,
regulations or standards
and, as a consequence,
is not considered
routinely through the
annual monitoring or
IQR activities. A
proposal has been made
to AC that statements of
policy and good practice
in e-learning be
incorporated into UCL’s
policy framework
including the Gold Book,
the Academic Manual
and assessment
regulations so that it is
automatically considered
in the quality
management and
enhancement process.
25
Inclusion of e-learning
in UCL’s policy
framework – in
progress and to be
completed by
September 2010.
Regulations and
guidelines for
e-assessment
have been
completed.
Dr Fiona
Strawbridge
Accompanying
guidelines on how
to enhance elearning provision
beyond the
minimum
requirement has
been published,
and LTSS are
providing
teaching staff with
training, support,
guidance and
examples of good
practice on an
individual and
group basis.
LTSS have
identified that
teaching
administrators
play a key role in
the student
learning
experience and in
driving uptake
and exploitation
of learning
technologies.
LTSS have
secured JISC
funding for a new
project 'The
ANNEX A
(19b) Although there is an IT
training strategy for staff, this
has been produced
voluntarily by the IS Training
Section and is not monitored
by any committee. In addition
there is a need for a formal
strategy for IT training for
students.
• Develop an IT training
strategy in conjunction
with HR Organisation
and Staff Development
and TLSSC. Strategy to
include the main aims of
training and future
developments.
• Produce a clear service
definition which defines
the nature of the service
provided.
26
Training Section
Leader,
Information Systems
(Ms Caroline Norris)
July 2010
June 2010 update
not received
Digital
Department' to
establish a
framework for
defining,
developing and
evaluating digital
literacy of
teaching
administrators;
and to create and
accredit a digital
literacy training
programme and
model for digital
literacy
development.
Ms Caroline
Norris
Development of a
training strategy
for staff has been
stalled by the fact
that OSD doesn’t
currently have a
dedicated
manager. TLSSC
has been
disbanded so that
the student
training part of
our service no
longer reports to
any committee or
sub-committee
Ms Caroline
Norris
Work has begun
on a service
catalogue for ISD
which includes a
Training service
although this is
still in it’s early
stages
ANNEX A
(19c) There is a pressing
need for a UCL policy on
electronic assessment for
examinations. This has been
piloted by the Department of
Biochemistry. The main issue
is that assessment, including
electronic assessment) has to
take place in exam conditions
(i.e. controlled conditions) in
student cluster rooms, and
the cluster rooms are not big
enough to accommodate first
year cohorts in single
sessions
•
•
LTSS are leading a
project to review
current policies,
procedures and
software related to eassessment. The
Project Board includes
staff from academic
community, CALT and
Registry.
LTSS have proposed a
new policy for
summative eassessment for
consideration by the
UCLBE.
27
Learning Technologies
Support Manager
(Dr Fiona Strawbridge)
Secure System for
Summative Eexaminations project
underway. Due to
complete June 2010.
A proposed policy for
summative eexaminations to be
submitted to UCLBE on
25 November 2009.
The Secure
system for eexaminations
project is making
good progress
and is about to
finalise
recommendations
for delivering
secure tests via
the VLE. The
recommendations
will be
implemented by
start of session
2010/11.
Dr Fiona
Strawbridge
A set of
regulations and
guidelines for the
conduct of eexaminations and
other summative
online
assessments has
been published
at http://tinyurl.co
m/ucl-regs-eexams
Guidelines and
recommendations
for conducting
online tests were
approved subject
to minor
amendements by
UCLBE in March
2010.
Dr Fiona
Strawbridge
ISD and UCL
Estates have
formed a 'Task
Force on Student
Clusters' to
provide additional
cluster spaces in
2011/12 and
2012/13. ISD is
also piloting use
of UCL-owned
laptops to create
a 'mobile cluster'.
If successful this
pilot may provide
a means to extend
computer
provision into
conventional
classrooms for eexamination
ANNEX A
purposes.
(19d) There is no sinking fund
to provide computers for
student cluster rooms and
hence funds have to be bid
for annually
•
There remains a need
to explore options for
flexible large-scale
testing facilities to
accommodate demand
for large group use of
e-assessment.
A proposal for large,
flexible teaching/exam
cluster was presented
to UCL Teaching
Spaces Executive SubCommittee on 10
November 2009 but was
not supported.
An ‘exams on
laptops’ project is
about to
commence
exploring the
possibility for
allowing students
to type rather than
hand write
traditional exams.
Dr Fiona
Strawbridge
A pilot of exams
on laptops for
traditional written
exams has been
run with the
Faculty of Laws;
however student
uptake was poor
and the staff
resource
requirements
heavy so the
initiative is not
being taken ahead
at this time.
•
There are no plans to
establish a sinking
fund at the moment.
However, replacement
PCs are always
allocated to key
clusters, and older
PCs filtered down to
less critical locations
(such as clusters in
Halls of Residence).
As a consequence,
PCs in clusters which
are suitable for booked
teaching sessions, and
those in Libraries, are
usually no older than
two years.
Assistant Director,
Information Systems
(Ms Maria Darmon)
June 2010 update
not received
Mr Gavin
McLachlan
Director,
Information
Systems
ISD has
recognised the
principles about
maintaining and
expanding the IT
cluster rooms
around UCL
including the
funding needed. A
paper was drawn
up and presented
to the Estates
Masterplan on
expanding the
number of IT
cluster rooms at
UCL. Funding for
this will continue
to come from the
28
ANNEX A
capital provided
to ISD each year.
There is now a
new governance
structure in place
to oversee the
portion of the
capital allocated
to ISD for
Teaching and
Learning
application and
space. This will be
called the
Teaching and
Learning Systems
sub-committee.
This subcommittee will be
chaired by the
Vice Provost for
Education, Mike
Ewing and will
report up to the
ISC. This subcommittee will be
allocated funds
each year and
then it will decide
how to best
allocate the funds
to teaching and
learning systems
and spaces.
Please see the
attached
document that
detailed the new
governance
groups
29
ANNEX A (20a) Notwithstanding the
(20) Admissions
quality assurance function
that the Admissions Office is
able to perform at Masters
level, the production for
admissions tutors of a
graduate version of the
Undergraduate Admission
Requirements Guide would
be useful.
(20b) The breadth and
accessibility of training for
academic and other staff to
support the admissions
function could be enhanced.
This is included as a
recommendation in the
recently completed review of
undergraduate selection
(20c) The process of referring
to the Dean of Students
(Academic) graduate
applicants recommended for
admission who do not satisfy
the approved entry
requirements could be
addressed by a more detailed
specification of the
admissions criteria for
individual programmes
• It will not be possible to
progress this until the
resource to do so has
been identified. NB while
the production of the
Guide would be “useful”
it is not essential to
support the delivery of
UCL objectives or to
assure the quality of
UCL’s admissions
procedures
• Actions are included in
the Undergraduate
Selection Review
implementation plan as
follows: (i)
implementation of
training programme to
support selection
process;(ii) online
training materials
available for admissions
officers/tutors.
• A review of the referral
process has been
delayed to provide an
opportunity to gather
data and allow the Dean
of Students (Academic)
sufficient time to
familiarise himself with
the process. NB whilst
detailed specification of
admissions criteria will
be beneficial, a review of
the process is needed.
30
Head of Admissions/
Director of Educational
Liaison
(Ms Bella Malins/Mr Nigel
Percival)
Open-ended
Position
unchanged;
resource still not
identified
Undergraduate
Selection SubCommittee
(Professor Mike Ewing)
In progress as
part of
Admissions
Structures and
Selection
Processes (ASSP)
Training programme –
October 2010
TBC
Online training
materials – October
2009
Head of Admissions/
Dean of Students
(Academic)
(Ms Bella
Malins/Professor Mike
Ewing)
January 2010
Written criteria for
PGT entry should
be developed by
Admissions
Tutors during
2010-11. Changes
have been
implemented for
English language
referrals and there
has been a
reduction in the
categories that
are considered for
approval by the
Dean of Students
(Academic).
Ms Bella Malins
Graduate entry
requirements are
now available to
UCL staff in pdf
format via the
web. Plans to
provide a
searchable
website will be
developed in
2011/12.
Ms Bella Malins
In progress as
part of the
Admissions
Structures and
Selection
Processes
Project. Plans to
provide training
in 2011/12 are
currently being
developed.
Ms Bella Malins
Written templates
are being
completed for all
programmes as
part of the
Admissions
Structures and
Selection
Processes
Project. Further
revisions to the
English language
requirements for
2011/12 will mean
fewer referrals to
the Dean of
Students
(Academic).
ANNEX A (20d) While working within an
agreed overall framework,
there is variation between
individual faculty offices and
departments in the detailed
undergraduate admissions
processes undertaken. The
Selection Review and the
agreement of undergraduate
admissions service standards
is seeking to address this
issue
(21) Student support
(21a) There is a need to
streamline, consolidate and
redesign the delivery of
student support services via
the internet and through
departments and
organisations, including the
Office of the Dean of
Students (Welfare), the
Registry and UCL Union.
Websites covering these
issues have grown
substantially in volume, but
without regulation or
collaboration between
different departments
concerning the variety of
information available and its
ease of access. This problem
has been recognised, and
action has been initiated to
‘modernise’ the websites.
• Various, but including
the Head of Admissions,
Faculty Offices,
Undergraduate Selection
Sub-Committee,
Committee for the
Recruitment and
Admission of Students.
Head of Admissions/
Director of Educational
Liaison
(Ms Bella Malins/Mr Nigel
Percival)
October 2010
Undergraduate
Selection Review
recommendations
are progressively
being
implemented
although the
timetable is
extended owing
the resource
constraints.
Ms Bella Malins
In progress as
part of the
Admissions
Structures and
Selection
Processes
Project. In
addition, service
standards will be
re-visited during
2011/12.
• The Dean of Students’
Website is currently
undergoing a redesign
with the aim of providing
a more informative
website.
Dean of Students
(Welfare)
(Dr Ruth Siddall )
Ongoing
Still ongoing.
Dean of Students
will talk again to
media services
about redesigning
the site. There
have been some
improvements to
it in terms of
content since the
last meeting,
however
Dr Ruth Siddall &
Mr Rob Traynor
JSSC Secretary
There will be an
overhaul and
redesign of the
Dean of Students
Website during
the next academic
year (2011/12).
• The Registry has
substantially redesigned
and improved its
website.
Academic Registrar
(Mr Chris Hallas)
COMPLETED
COMPLETED
31
ANNEX A (21b) Support services and
information pertaining to
these are scattered across
the UCL estates. In an
attempt to centralise such
services, we are currently
considering the development
of a ‘one-stop shop’ for
students, whereby
information delivery on
registration, fees,
examinations,
accommodation and welfare
issues may be more
effectively streamlined. This
will be coupled with a onestop shop virtual
environment, designed to
compliment the physical
Student Hub and Portico. A
working group has been
recently set up to further
develop this concept.
(22) Staff support,
staff
development
and reward
(22a) Revise the process for
gathering exit information
from staff in order to ensure a
more complete data set to
inform future policy
development.
• The decision to
implement a ‘one-stopshop’ is currently on hold
due to a lack of available
funding. However, the
Registry will be moving
to a version of the
Student Hub in the short
term by grouping at one
counter the advice and
support which is
currently made available
from numerous counters
within the Registry. The
redesigned Registry
website also fulfils part
of the function of the
planned Student Hub.
• Work has commenced to
review and revise the
current arrangements
32
Academic Registrar
(Mr Chris Hallas)
On hold –
although interim
measures are
being taken.
Mr David Ashton
An initial start has
been made on
this. There has
been a recent
reorganisation in
the then Registry
which brought
together student
facing teams
under a new
office, the Student
Centre within
Student Services.
The Student
Centre has a new
front end enquiry
point in the
Chadwick
Building near the
main entrance to
UCL.
Assistant Human
Resources Director
Policy and Planning
(Mr Geoff Lang)
By end September 2009
Data collection
ongoing first
monitoring report
submitted to the
HRPC in 13
November 2009
Mr Nigel Waugh
HR Director
COMPLETE.
A web based exit
survey has been
introduced for
staff to complete,
before they leave.
The questions
cover the full
range of the
employee
experience and
annual reports
have been
produced since
2009. The
response rate
amongst
resigning staff is
markedly higher
than under the old
ANNEX A
system.
(22b)Gain feedback through
consultation and staff survey
in 2009 regarding staff views
of employment with UCL
(including UCL’s culture and
approach to staff
development) and compare
with previous UCL survey
results and other benchmark
data.
• Survey completed in
March 2009. Results
reported to Provost’s
SMT on 3 June 2009. All
staff email has gone out
and results are on the
UCL intranet and web
pages
Employment Policy
Manager
(Ms Fiona Daffern)
(22c) Ensure that the next
generation of faculty strategic
plans include better
forecasting and planning of
people issues such as
recruitment, development
needs, diversity, skills mix,
succession planning etc.
• Members of the
Provost’s SMT are
aware of required action.
HR Consultancy team to
provide advice and
guidance to Deans as
necessary.
Director of Human
Resources
(Ms Sarah Brant)
Ongoing
33
Detailed action plan to
be finalised in autumn
2009 and
communicated to staff
The detailed local
action plan
document was
completed and is
on the website
https://www.ucl.ac
.uk/staff_survey/a
ction/local.doc.
Progress against
action plans was
reported to the
HRPC on 10 June
2010
Mr Nigel Waugh
HR Director
Detailed local
action plans are
on the website
https://www.ucl.ac
.uk/staff_survey/a
ction/local.doc
Progress against
action plans
continues to be
monitored and
will be published
in the lead up to
the 2011 survey,
which is currently
in preparation.
Ongoing
Mr Nigel Waugh
HR Director
Ongoing
Input from the
consultancy team
continues, as well
as the OSD
Consultants
through input to
faculty / divisional
planning days.
Metrics are also
being developed
for key indicators
across the
university.
Strategic
development of
succession
planning and
talent
ANNEX A
(22d) Review UCL’s
programme of equality
initiatives with a view to better
engagement and involvement
from all stakeholder groups,
improvement of
communication around
workforce equality targets
and their achievement.
• Action plan devised by
the LGBT issues group
presented to CEO in
June 2009. Other
proposals will follow.
Current absence of
Equality and Diversity
Coordinator is impacting
on progress.
34
Director of Human
Resources / Chair of
Committee for Equal
Opportunities
(Ms Sarah
Brant/Professor Stephen
Smith)
Ongoing
In the past year
UCL has reviewed
its Disability
Equality Scheme
and refocused
priorities and
action. A revised
Race Equality
Scheme was
considered by the
Academic
Committee, CEO
and HRPC in June
2010. The Gender
Equality Scheme
is currently under
review. The
Women in
Leadership and
Management
initiative will
report in summer
2010. All of these
initiatives
involved
consulting widely
with members of
underrepresented
groups. There is
also a new 20102011 Lesbian,
Gay, Bisexual and
Transgender work
plan and a
Religious Equality
Policy for
Students is near
completion. The
Equalities Team
management in
addition to
performance
management and
leadership
management is
underway.
Mr Nigel Waugh
HR Director
UCL’s first
Equalities &
Diversity Strategy
(2011-2014) was
approved at UCL
Council in July
2011 as was the
Religion and
Belief Equality
policy for
students (which
will be
implemented at
the start of 20112012).
- Monitoring data
on sexual
orientation,
religion and belief
and type of
disability has
started to be
collected.
- A network of
Senior Equality
Champions has
been developed
and the first
review meeting of
the network will
take place in
September.
- CEO endorsed
the proposal for
diverse interview
panels
ANNEX A
will work with the
Communications
Team to publicise
the equality
schemes, plans
and targets once
they are
consolidated into
a Single Equality
Scheme in
October 2010.
(22e) Revise and update
UCL’s Organisational and
Staff Development Strategy in
2008-09, reviewing skills,
resources, evaluation
methods, training take up
against targets etc. and
ensuring improved support for
UCL’s corporate strategic
objectives.
• Progress reported to
HRPC in June 2009.
Small group of training
providers has met to
start the process of
strategy review, led by
the Director of HR. The
Director of HR is
coordinating a group of
UCL’s internal training
and development
providers
Director of Human
Resources
(Ms Sarah Brant)
(22f) Achieve and sustain a
95% appraisal completion
rate and embed UCL’s
leadership and management
competencies in the
expectations of all UCL
managers.
• Progress against the
target is reported to
Provost’s SMT, HRPC
and Council.
Director of Human
Resources
(Ms Sarah Brant)
Ongoing
• Provost’s SMT monitors
progress by Faculty and
CSS Division. Heads of
Department and Division
are accountable for
progress in their own
areas. Data reported by
Progress reported to
Provost’s SMT every
two months and to
HoDs monthly
35
Revised Strategy to be
submitted to the HRPC
in March 2010
(resources permitting)
Regular updates
have been
provided to the
HRPC. The
revised strategy
will form part of
the HR Strategy
which will be
formulated once
UCL’s 2010 Green
Paper is finalised
Provost’s SMT is
monitoring
progress. As at
June 2010 the
target had not
been achieved.
- The department
of Biochemical
Engineering
received a Silver
SWAN award
Mr Nigel Waugh
HR Director
This high level
action remains
the same. In
addition a review
of the OSD
structure has
been completed
to enable the
required support
for the new
strategic
direction. the
open plan has
been reviewed
and a
differentiated
provision is being
established.
Mr Nigel Waugh
HR Director
Data on appraisal
completion held
on the central
record as at 31
August 2011
show a
completion rate
of 76%, well
below the target
rate of 95%, and
a reduction since
ANNEX A
HR Director
(22g) Equip managers and
staff to better handle
occupational health and
welfare issues, work-life
balance and assess/manage
the risk of work related stress.
Develop programmes aimed
at improving individual
resilience and health. Monitor
a dashboard of organisational
health measures to identify
hotspots that need intensive
review and support.
• A new Stress Resilience
and Wellbeing SubCommittee of the HSMT
has been created and
has held its first meeting.
The first iteration of the
data dashboard has
been discussed. Future
datasets will also be
reported to HSMT.
36
Director of Human
Resources
(Ms Sarah Brant)
Ongoing
Termly meetings of the
STRAW Sub-committee
will report progress to
the HSMT
Termly meetings
of the STRAW
Sub-Committee
are addressing
these issues and
reporting
progress to the
HSMT
last year.
Reasons for the
decrease will be
investigated and
reported to SMT.
Mr Nigel Waugh
HR Director
A web page has
been developed
with the
involvement of
unions and
managers to show
commitment to
achieving
wellbeing at work
together
(http://www.ucl.ac
.uk/hr/occ_health/
misc/).
Members of the
STRaW committee
participated in the
tendering and
procurement for
an Employee
Assistance
Programme. The
introduction of
the internal
communication
strategy has
assisted in
promoting
information on
health and
wellbeing issues
Termly meetings
of the STRAW
Sub-Committee
are reviewing the
data dashboard
and reporting
progress to the
newly formed
Health and Safety
ANNEX A
(23) Postgraduate
research students
(See also
Recommendations
from the QAA draft
Institutional Audit
Report (1) and (2)
above).
Committee.
(23a) There are some
Departments in which take-up
of the Log could be improved.
• See action identified in
respect of (1b) above.
See responsibility
identified in respect of
(1b) above.
Completed
Uptake figures to
be monitored
annually.
Prof David Bogle
COMPLETED
Uptake is now
97%
(23b) The Graduate School
plans to improve procedures
to ensure that Supervisors
have received training before
taking on supervisory
responsibilities.
• See action identified in
respect of (2b) above.
See responsibility
identified in respect of
(2b) above.
Completed
Prof David Bogle
COMPLETED
(23c) Research Student
records are maintained via
the Portico client. The on-line
facilities of Portico enable
Research Students to
register, pay on-line and
maintain their address details
directly. The on-line facilities
enable staff working in
Research Student
Administration in the wider
UCL community to view the
basic student record and
download reports on these
data. These facilities are
under review following the
initial implementation
which concentrated on
undergraduate processes in
• See action identified in
respect of (2c) above.
See responsibility
identified in respect of
(2c) above.
Completed
37
All supervisors
must have
undertaken the
training required
by the
regulations
before being
added to the list
of approved
supervisors.
The Research
Student View was
built in to
PORTICO and
released and
announced to all
staff and
students, April
2009.
Prof David Bogle
COMPLETED
ANNEX A this area (and research
student views remain limited).
(24) Published
information for
potential students,
students and other
stakeholders
(24a) Notwithstanding the
central support that is
provided, there remains a
certain amount of
communications activity
aimed at prospective students
that is undertaken
independently by individual
academic units. Sometimes
this is taken forward with
reference to the published
style guides, and is audited
for accuracy, and sometimes
it is not. The quality of this
work carried out by individual
academic units is variable.
(24b) Dedicated resource has
been provided for some time
on developing web-based
information for prospective
students. With the recent
appointment of a member of
staff to address the needs of
current students it is hoped to
make more accessible the
web-based resources for this
group
• This is an ongoing task.
However, planned
organisational changes
in Educational Liaison
will enhance the audit
function and the
assistance offered to
academic units to
produce prospective
student communications
in the agreed UCL style
and to a high standard.
Director of Educational
Liaison
(Mr Nigel Percival)
• The Current Students
website has been
redeveloped and the
new version was
launched in February
2009. The website will
be subject to ongoing
review and
enhancement.
Director of Registry
Information and Data
Services
(Ms Kathleen Nicholls)
Ongoing
38
Organisational
change process
now completed
COMPLETED
Since the launch
of the Current
Students website,
the site has been
well used. The
member of staff
appointed to work
on the website
reached the end
of their contract
and left UCL at
the end of May
2010. The website
will continue to be
subject to
ongoing review.
Ms Kathleen
Nicholls
The Current
Students website
is currently being
migrated to the
new UCL common
template. There
is to be
established a Web
Strategy and
Development
Group leading
towards
developing a
more co-ordinated
approach to web
strategy and
content
management
across content
controlled by
Organisational changes
to be implemented by
the end of 2009
ANNEX A
Registry and
Academic
Services which
will include the
Current Students
Web Site.
However, beyond
content
management
assistance, there
is limited
resource to
develop the site
further.
(24c) It is recognised that
there is a great deal of
information published on
UCL’s website but it has
grown substantially and the
time is ripe for a review of
this. This has been started
within the Registry with the
development of the Blue
Book online.
(25) Internal QME
review processes
(25a) Sometimes a review of
a complex new QME process
should be undertaken after
two years of operation as
these can take time to
become fully embedded.
(25b) Sometimes, ad hoc
working groups are set up by
senior UCL staff outside the
main committee system to
review an area when there is
already an appropriate
existing committee which
• Development of an
Institutional Web
Strategy is underway.
This addresses the
governance, taxonomy,
search and overall
quality of UCL’s Web
presence.
• This represents an
overall view and is
distinct from the
specifics which might be
addressed by individual
Departments/Divisions
(eg the Blue Book)
• All new QME processes
to be normally subject to
full post-implementation
review two years after
introduction.
• See action identified in
respect of (11a and 11b)
above.
39
Director of Learning
and Media Services
(Mr Jeremy Speller)
June 2010 update
not received
Awaited
Currently in
consultation and draft
phase. It is aimed to
have a formal published
strategy by February
2010.
QMEC
(Professor Mike Ewing)
See responsibility
identified in respect of
(11a and 11b) above.
Ongoing
Ongoing
See (11a) and
(11b) above
See (11a) and
(11b) above
ANNEX A could take ownership of the
review. This can lead to
confusion and duplication of
effort.
40
ANNEX
26) Learning
and A (26a) There is a need to
research resources
continue a process already
and services
started to refurbish and
extend the Library’s estate
and to remodel it as not
simply collection spaces, but
as collection and learning
spaces.
(26b) There needs to be
further development of the
Library’s work in
benchmarking and Key
Performance Indicators, to
allow the outputs to feed into
the Library’s planned
strategic developments
Further work on Ground
Floor of Science Library
being undertaken in
summer 2009. North
Junction in Main Library
being refurbished in
summer 2010. North
Corridor Reading Rooms
in Main Library being given
basic refurbishment in
summer 2009 (The UCL
Main Library is part of
UCL’s external fundraising
via its Capital Campaign).
Further Group Study
space (Room 106) in
Science Library being
opened in September
2009. UCL Institute of
Child Health Reading
Room re-modelled with
new facilities. Royal Free
Medical Library. UCL
Library Services, has
opened refurbished
learning spaces on first
floor, Joint Moorfields Eye
Hospital and UCL Institute
of Ophthalmology Library
re-modelling their public
library space.
• Draft set of Key
Performance Indicators
being discussed with
library staff – to be
implemented in new
academic session 200910. A Key Performance
Indicator for level of
library budget already
agreed by UCL Council
promoted by UCL’s Risk
and Efficiency
Committee.
Benchmarking already in
41
Library Services’
Master Planning
Committee/Library
Committee.
(Dr Paul Ayris)
Further work
timetabled as
indicated.
Fundraising for the
UCL Main Library is at
least a 10-year
exercise.
Further cluster
space for
postgraduate
students being
st
installed on 1
foor of Science
Library in
Summer 2010.
Self-Issue Short
Loan collection
being installed in
Learning
Laboratory in
Summer 2010. AV
and mulitmedia
support being remodelled in UCL
Main Library in
Summer 2010
Library spaces at
the UCL Institute
of Neurology
have been
completely remodelled. Group
study space
being installed in
Cruciform Library
in Summer 2010.
UCL Library Services’
Management
Information Project
Board and Operational
Planning Team/Library
Committee
(Dr Paul Ayris)
Timeframe as already
indicated.
Work on KPIs was
delayed for 6 months
(Jan-June 2009), with
Set of Key
Performance
Indicators now
approved by
Library
Committee and
being used in
UCL Library
Services. Further
KPIs being
planned June
2010 update
awaited
Dr Paul Ayris
ONGOING
This has been
covered in detail
in the UCL
Masterplan for
the Bloomsbury
estate, which will
see the
consolidation of
the UCL Main and
Science Libraries
in the Wilkins
Building, the
creation of
facilities for UCL
Special
Collections in the
Wilkins Building
and the provision
of IT-enabled
learning spaces
on the entire
Ground Floor of
the Wilkins.
Dr Paul Ayris
The Library’s
Strategy has
been revised and
released for
2011-14. This can
be found at
http://www.ucl.ac
.uk/Library/strate
gy.shtml. The
Library has also
created a new
post of Senior
Management
ANNEX A
place with other UK HEIs
via SCONUL statistics.
(26c) Further clarity is
required in UCL regarding the
role of e-learning. UCL has
an E-Learning Strategic
Statement at
http://www.ucl.ac.uk/teachinglearning/students/Policy. ELearning is a growing area in
UCL and the Library needs to
continue to ensure that its
services and facilities are
aligned with this strategic
direction. (See also Learning
Resources provided by ISD at
(19) above.
Issue being addressed in
next twelve months as part
of Library’s work on its new
5-year Library Strategy for
2011-15
the knowledge of Library
Committee, to allow the
Director to work on
another UCL project.
International
benchmarking has been
discontinued as
Manchester University,
which ran an
international
benchmarking club, has
withdrawn from coordinating the scheme.
ESCILTA/Academic
Committee
(Professor Mike
Ewing/Professor Michael
Worton)
Library’s input being
overseen by the
Operational Planning
Team.
Library’s work being
undertaken as
indicated.
The strategic vision,
under which the Library
will work, needs further
elaboration by UCL
before the Library can
take this further
42
Accountant, one
of whose
responsibilities
will be to develop
a programme for
management
information
within UCL
Library Services
to support the
new Library
Strategy.
A new Learning
and Teaching
Strategy has been
approved by AC,
and should be
supported by the
e-learning
strategy for 2011when it is
developed by ISD.
Dr Paul Ayris
This is not really a
point for the
Library, rather a
point for the ViceProvost
(Education) who
ultimately owns
the Teaching and
Learning policies
listed at this URL.
To await the
appointment of a
new V-P
(Education)
ANNEX A
PART E – Other Issues Arising from Institutional Audit
Issue
Detail
(27) Any unresolved
implications of UCL
being
awarded/exercising
degree-awarding
powers
(27a) Possible need to
consider further and clarify
the procedure for the award
of UCL degrees eg role of
AC.
(27b) AC (on 24.03.09)
received paper (Appendix
3/25 (08-09) on ‘lead
colleges’ from Chair of
PPDExSCo and endorsed
major review of existing MoAs
for all intercollegiate
programmes.
Action
Responsibility and
Timescale
• UCLBE and AC to
consider during session
2009-10.
• See action identified in
respect of (27a) above
UCLBE and Academic
Committee officers
(Professor Vince Emery,
Mr David Ashton and Mr
Jason Clarke)
March 2010
See responsibility
identified in respect of
(27a) above.
June 2010
updates (shown in
bold)
COMPLETED
UCLBE Terms of
Reference revised
and policies and
procedures for
the award of UCL
degrees
discussed and
agreed with the
Chairs of GEESC
and UEESC.
IN PROGRESS
Curricular
Development
Section reviewing
existing and new
UK
joint/collaborative
provision and
assisting with the
approval process
for proposed
overseas
joint/collaborative
provision.
July 2011 updates
COMPLETED
Mr David Ashton
All existing
joint/collaborative
agreements have
been identified
and reviewed.
The Memorandum
of Understanding
between UCL and
Queen Mary
University of
London is
currently being
renewed.
All new
programme
proposals that
include
collaboration with
another institution
in the UK or
overseas are
43
ANNEX A
(28) Harmonised
scheme of award
(28a) AC agreed at its
meeting in October 2004 that
a comprehensive postimplementation review of the
introduction and impact of the
harmonised scheme should
be undertaken in session
2009-10.
The UCLBE is committed to
a review of the harmonised
scheme in session 200910.
44
UCLBE
(Professor Vince Emery)
By July 2010
IN PROGRESS
See item 16d
above
asked to identify
the level of
collaboration and
if a Memorandum
of Understanding
or legally binding
agreement is
required the
programme
initiators are
required to
complete an
appendix to the
on-line
Programme
Institution
Questionnaire to
provide a detailed
description of the
nature of the
proposed
collaboration and
where specific
responsibility will
reside for each
stage of the
student
experience
throughout the
programme.
IN PROGRESS
See item 16d
above
ANNEX A
Key to Abbreviations
AC
AS
ASSP
AV
BoE
CALT
CEO
CSS
DSSCC
DTC
ECTS
EdCom
EFD
ESCILTA
FBS
FTC
GEESC
HEI
HR
HRPC
HSMT
IA
IASG
IBP
IS
ISC
ISD
ISB
IQR
IT
JSSC
KPI
LGBT
LTSS
MAPS
MoA
NSS
OSD
PC
PCASG
PIASG
PoT
PPDExSCo
QME
Academic Committee
Academic Services/Support
Admissions Structures and Selection Processes
Audiovisual
Board of Examiners
Centre for the Advancement of Learning and Teaching
Committee for Equal Opportunities
Corporate Support Services
Departmental Staff-Student Consultative Committee
Departmental Teaching Committee
European Credit-Transfer System
Education Committee
Estates and Facilities Division
Executive Sub-Committee for Innovation in Learning, Teaching and Assessment (of AC)
Faculty of Biomedical Sciences
Faculty Teaching Committee
Graduate Education Executive Sub-Committee
Higher Education Institution
Human Resources
Human Resources Policy Committee
Health and Safety Management Team
Institutional Audit
Institutional Audit Steering Group
Institutional Briefing Paper
Information Services
Information Strategy Committee
Information Services Division
International Student Barometer
Internal Quality Review
Information Technology
Joint Staff Student Committee
Key Performance Indicator
Lesbian, Gay, Bisexual and Transgender
Learning Technologies Support Service
Mathematical and Physical Sciences (Faculty of)
Memorandum of Agreement
National Student Survey
Organisational and Staff Development
Personal Computer
Programme and Course Approval Steering Group
Post-Institutional Audit Steering Group
Peer Observation of Teaching
Programme Planning and Development Executive Sub-Committee
Quality Management and Enhancement
45
QMEC ANNEX A
RAS
SCONUL
SEQ
SMT
StAR
StAR SG
STRAW
SWS
TLSSC
UCLBE
UCLU
UEESC
VLE
Quality Management and Enhancement Committee
Registry and Academic Services
Society of College, National and University Libraries
Student Evaluation Questionnaire
(Provost’s) Senior Management Team
Student Academic Representatives
Student Academic Representatives’ Steering Group
Stress Resilience and Wellbeing Committee
Student Written Statement
Teaching and Learning Support Sub-Committee
UCL Board of Examiners
UCL Union
Undergraduate Education Executive Sub-Committee
Virtual Learning Environment
JDC/SCH: July 2009
Revised November 2009
Revised December 2009
Updated June 2010
Updated July 2011
46