PRESENT:
APOLOGIES: Ann Gow,
Table of Contents
Minute of the meeting held 26 th November 2014 ....................................................................................... 1
Matters Arising .......................................................................................................................................... 1
Head of School Update .............................................................................................................................. 3
Head of Subject Update ……………………………….………………………………………………….3
Finance/Administration Update ................................................................................................................. 3
Process Improvements ............................................................................................................................... 3
School Committees .................................................................................................................................... 4
JWH welcomed colleagues back following the Christmas break; with a particular welcome to Michael Given who has taken over as L&T Convenor and Jan Stenger as new HoSub Classics.
Action:
MINUTE of the SCHOOL MANAGEMENT GROUP held in Room 407, 1 University Gardens on 14 th January 2015
Jeremy Huggett, Michael Murray, Lynn Abrams, Thomas Clancy, Michael Given, Pauline
McLachlan, Nyree Finlay, Peter Jackson, Fiona Macpherson, Steve Marritt, Jan Stenger
1.
Minute of the meeting held 26 th November 2014
The minute was approved. PMcL will circulate to all School colleagues. PMcL
2. Matters arising
2.1 E-Learning / VLE Support
JWH had met with Kerr Gardiner in December 2014. KG had been aware of some of the issues concerning e-learning and online learning. A new colleague had been appointed in the Learning and
Teaching Centre, so additional support is anticipated. KG reassured JWH that GU was not planning to withdraw Moodle or Marhara. KG suggested he be contacted directly if areas requiring support are not receiving it. MM had since followed up with KG.
TC reported that Turnitin had been used successfully at Level 1 and Moodle assignment had not been an equal substitute. MG reported that Urkund was being trialled in Archaeology 1B in Semester 2
2014-15 as a replacement for Turnitin.
2.2
Ancestral Studies
Meeting to be arranged for January.
2.3
Probation for temporary staff
JWH had yet to discuss with Gillian Shaw.
2.4
Transforming Research Management (TRM)
MM outlined that the issue raised at last SMG, which he wasn’t in attendance, in relation to HoSub oversight of approvals process had already been raised in another forum. During discussions on Arts approver groups, MM had raised the issue of local practice, and that HoSubs be included in the application process and approval process, where there is a material impact on teaching buy-in/out, and that a degree of local (College) level customisation per the approver groups is possible within the new system. Further information on the implementation of TRM is expected soon.
2.5
PG Scholarships
SM reported that deadline setting for applications will be discussed in October 2015.
2.6
GTA Guidelines
Guidelines had been produced at CoA. MG and SM will discuss at L&T and Graduate Studies
Committees. MM outlined that the policy had been discussed at previous L&T Committee and it would be useful to revisit that minute, noting the impact on current practice within the School, and operational/administrative changes. It is anticipated the policy would be implemented from 2015-16.
PMcL
JWH
MG/SM
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2.7
EvaSys
EvaSys was now being used with Humanities connected to the server and questionnaires are soon to be distributed to Convenors. MM wished to thank the School admin team for their diligence in ensuring the system was implemented, despite challenges in relation to IT and training. MM outlined that he had raised the issues surrounding this in various forums.
3. Head of School Update
JWH had little to specifically report as there had not yet been a CMG or PAG meeting since the last meeting of ScMG.
3.1
JWH LPI 360

JWH circulated the results/profile of his recent 360

assessment, which some members of ScMG completed. JWH intends to develop some of the less strong elements through collaboration, for example, via a collective approach to the development of the School Strategic Plan and interpretation of and action on staff survey results.
3.1.1 School Strategic Plan – JWH proposed a ScMG meeting to discuss, for example, context, what we want for the School and the GU view of Schools which would lead into discussion regarding developments. These meetings would hopefully inform HoSubs to have further discussions within
Subject areas. JWH suggested that he would then produce a first draft and place on an accessible drive for review and comment, suggesting that it allows greater opportunity for feeding in to the plan and ownership.
FMacp strongly agreed with JWH’s approach and thanked him for considering such a collaborative approach. It was agreed to proceed on this basis and JWH thanked colleagues for their feedback.
3.2
Industrial Action
There had been concern that Industrial Action would recommence and the possible impact on forthcoming PGR viva examinations. There are 3 planned with one each in Philosophy, History and
Archaeology due to be held by the end of this month. JWH would respond to CoA.
3.3
Leverhulme Centres – major funding opportunity
JWH reported on a recent funding call circulated. One proposal from each institution is allowed. The
CoA deadline for one-page proposals is 26 January 2015. The GU deadline for proposals is February
2015. Colleges are allowed to put forward 3 proposals in total. JWH would circulate the email from
Karen Lury. PJ reported that he was preparing a bid with War Studies/Global Security, together with colleagues in Law and SPS.
4. Head of Subject Update
No specific issues to report.
5. Finance/Administration Update
5.1
Tuition Fee Income
MM provided a mid-year update against budget. At School level: Home

6%, Overseas

1%, RUK

17%, Overall 2% above budget. The School is forecasting to be approx. £100K above budgeted tuition fee income. MM outlined that he had provided a detailed breakdown of this performance at
Subject level with HoSubs directly. MM also noted the decreased performance in research income generation was impacting on the tuition fee picture. Of particular note was that RUK level 1 intake is now more than home and overseas combined. There is a higher retention rate RUK vs Home between levels 1 and 2. RIO had been approached for further detail on GU and College levels.
5.2 EvaSys/Eva Exam
EvaSys reports now available and would be circulated to Convenors. The questionnaires can be broken down with results per question and also open comments and MM referred to his earlier comments. MM outlined that Eva Exam project is progressing, and would be piloted with History 1C in Semester 2, 2014-15. Budget has been secured for potential School wide roll out in 2015-16, depending on outcomes of the pilot.
5.3
Gradebook
MM reported that SoH had been approached by the MyCampus development team to work with them
JWH
JWH
JWH
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6. and pilot Gradebook, which, taking into account the workload impact for School administrators, was deemed feasible and MM agreed to proceed. MM outlined the benefits to such as system, including data quality, the eventual removal of local records systems and maintenance and further analysis of student performance in the connection of academic performance data to the student data set within
Campus.
Requirements have begun to be communicated with the SLSD to be incorporated into the pilot for
2015-16. It appears to be user friendly and MM provided an explanation of the potential for
Gradebook. MM outlined that he would update the group when a further ‘concrete’ demonstration of the functionality, as applied to School courses, would be possible. The lead time for development is to aim for December 2015 as the first ‘live’ use of the system.
5.4
Workload Model
MM reported that the SoH had been approached by the Project team to participate in the pilot. MVLS and Social Sciences had been piloting some areas. MM further outlined the benefits of direct involvement for the School in the development of the system as it would eventually be applied across campus. JWH suggested that it may be useful to be involved in this and the Gradebook pilot as it provides an opportunity to feed into settings, processes, etc. Elements of the model have yet to be agreed, e.g., some of the drivers, roles and responsibilities. JWH suggested that SoH agree in principle to involvement, which was agreed. JWH suggested that a WLM could be an important tool for teaching workload allocation, P&DR and data analysis.
Process Improvements
JWH/MM/
It had been agreed previously for MM to breakdown further the process flowcharts; identify roles and responsibilities and assign these to individuals. A Process Improvement intern is working with the
SoH and the exam process is currently being worked on, with descriptions aligned to role holders, for example, Administrator and Exams Officer, as led initially by MM. MG and SM had agreed to sense check the data; and it will be discussed at the next meeting, with a view to this model being applied across other areas, and eventually contributing to the development of a School/Staff Handbook.
7. School Committees
MM
SM/
MM
7.1 Learning & Teaching Committee
MG reported on recent Learning and Teaching activity.
7.1.1Exam feedback
MG reported that minimum feedback requirements would be implemented for May 2015 examination diet. The L&T Committee would agree on minimum standards. MG would report back.
7.2 Graduate Studies
SM had nothing to report regarding recent Graduate Studies activity.
7. 3 Research Committee
PJ reported on recent Research activity.
7.3.1
Research meeting
A meeting had been held on 12 January. The main area of discussion was REF, including a review of results and strategies for the future. CoA and GU Research meetings are to be held soon and PJ will report on discussion at the next ScMG meeting. LA queried whether the minutes would be circulated to HoSubs/UoA Champions. JWH suggested a meeting of HoSubs, UoAs with the wider Research Committee and Research Convenors. PJ agreed that it may be helpful, once further information and feedback is provided. LA and FMacp agreed that a meeting, including the sharing of information and feedback on case studies would be helpful and informative.
7.3.2
School Incentivisation
A second round of funding would be made available, particularly for collaborative research projects, to support networking, etc. Examples of good/successful applications would be circulated. LA suggested contacting those who had recently had unsuccessful RSE Network applications.
PJ
PJ
JWH
HoSubs
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PJ reported that so far, £9K of the £15K available has been committee.
8. Any Other Business
8.1 Action Reporting – actions agreed
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