UNIVERSITY OF ESSEX
QUALITY ASSURANCE AND ENHANCEMENT COMMITTEE
(Wednesday 5 November 2008, 10am – 1.05pm)
APPROVED MINUTES
Chair
Professor Andy Downton, Pro-Vice Chancellor (Learning and Teaching)
Secretary
Miss Lucas (Assistant Registrar, Quality)
Present
Dr Burnett, Professor Busfield, Dr Campbell, Professor Dews, Ms Fletcher, Dr Jones, Mr
Joondan, Mr Luther, Mr Mack, Professor Manson, Mr Murphy, Mrs Pearsall, Dr Penman,
Dr Scott, Ms Waldron, Ms Warr, Dr Watkins (for Dr Mackenzie)
Apologies
Ms Coleman, Dr Johnson, Dr Mackenzie
In attendance
Mrs Symons, Ms Colbeck
TERMS OF REFERENCE (QAEC/08/01)
Noted
Recommended
to Senate
The terms of reference and membership for the Committee. The Committee was
an amalgam of the Learning and Teaching Committee and the Quality Assurance
Committee and its terms of reference reflected both this and the intention for
quality assurance and enhancement activity to be undertaken in a more cohesive
manner.
1/08
The Committee suggested a number of minor amendments to the terms of
reference.
2/08
that the QAEC’s terms of reference be amended as shown at annex A.
3/08
MINUTES OF THE LAST MEETINGS OF THE QUALITY ASSURANCE COMMITTEE
AND THE LEARNING & TEACHING COMMITTEE
4/08
Approved
MATTERS ARISING (QAEC/08/02)
Minutes
Noted
Academic Partnerships had queried the points raised regarding UCS in the last
set of QAC minutes.
5/08
The Committee confirmed that the minutes accurately reflected the discussion of
the Committee. In relation to the minutes regarding the European Diploma
Supplement, the Committee was particularly interested in the situation regarding
UCS, since it involved another University. However, the Committee agreed that
it was important to understand the situation with regard to all the University’s
partners.
6/08
Resolved
that Academic Partnerships should investigate and report back to QAEC, via the
Academic Partnerships board as appropriate, the preparedness of the
University’s partners to issue the European Diploma Supplement.
7/08
Noted
In relation to minutes QAC.MM.111-112/08, the Pro-Vice-Chancellor (Learning
and Teaching) indicated that University Steering Group and UEA’s senior
management team were in the process of reviewing the committee structures
supporting UCS as part of an overall review of UCS QAE processes to ensure
they were fit for purpose. The outcomes of this review would be reported to the
UCS Joint Academic Committee, and to Academic Partnerships Board and
QAEC for information.
8/08
Review and revision of The framework for higher education qualifications in
England, Wales and Northern Ireland (FHEQ)
Noted
The framework for higher education qualifications in England, Wales and
Northern Ireland (FHEQ) had recently been reviewed by the Quality Assurance
Agency (QAA) and the second edition was now available electronically from the
QAA’s website at: http://www.qaa.ac.uk/academic infrastructure/.
9/08
Thematic Review of East 15 Acting School
Noted
The Thematic Review of the East 15 Acting School remained outstanding and
would be undertaken during 2008/09.
10/08
Revision of the Criteria for the Nomination of External Examiners
Noted
The Criteria for the Nomination of External Examiners had been revised to
reflect the developments in the nature of the University’s partnerships and
commercial interests and that the amendments had been approved by Senate in
June 2008.
11/08
Distance and e-learning policy
Noted
A new distance and e-learning policy, defining the University’s approach, had
been produced and approved by Senate for implementation from 2008/09.
12/08
Implementation of Diploma Supplements
Noted
QAC had approved a timescale for the introduction of the European Diploma
Supplement, subject to resourcing. The resources available for the project had
been reduced but the Academic Section nonetheless remained committed to the
agreed timescale and it was still envisaged that the Diploma Supplement would
be implemented from summer 2009.
13/08
Follow-up to ADMS
Noted
The intention to reform the Working Party on ADMS to review the changes
introduced had been overtaken by events at the meeting of Senate in October
2008. Senate agreed to establish a working group to review Senate subcommittees. In addition to carrying out a comprehensive review of Senate’s
sub-committees, the Working Group would reflect on the outcomes of the recent
reviews of academic decision-making structures and the effectiveness of Senate
and recommend further changes where this was deemed necessary.
14/08
CHAIR’S ACTION (QAEC/08/03)
a. Changes to Course Approval Form – Part 1
Noted
Reported
That the Pro-Vice-Chancellor (Learning and Teaching) had taken Chair’s Action
on behalf of the Quality Assurance and Enhancement Committee to approve
changes to the Course Approval Form – Part 1. These amendments related to
the inclusion of financial planning information. Part 1 approval now required a
Faculty Accountant report and sign off by the Faculty Pro-Vice-Chancellor prior
to academic consideration of the proposal.
15/08
No changes had been made to the academic approval process for either Part 1 or
Part 2 since the 2006/07, when a revised approach to approval was agreed.
16/08
While the Committee did not dispute the need for more detailed financial
consideration of new course proposals and the role for Faculty PVCs resulting
from the changes to the Faculty structures, there was considerable disquiet about
the way the revised financial planning element of Part 1 approval had been
introduced. Specifically, members were concerned that neither the Deans nor
the Quality Assurance and Enhancement Office had been involved in the
discussions leading to the change. Members were also concerned that the
changes had been introduced after the beginning of the academic year, without
due notice and without consideration by this Committee.
17/08
Doubts were expressed about the ability of departments to meet the new
requirements and introduce new provision to prescribed timescales. The
prospectus deadline meant that undergraduate proposals had to be with Deans by
5th November and this would not be possible if liaison with the Faculty
accountant was now a requirement.
18/08
That the PVC (L&T), the Assistant Registrar (Quality) and a Faculty Manager
would be meeting with the Director of Planning and the senior management
accountant from Finance to discuss how best to take forward the need for
financial planning without placing undue pressure on departments.
19/08
b. Writtle College Module and Awards Boards procedures
Noted
Resolved
The Pro-Vice-Chancellor (Learning and Teaching) had taken Chair’s Action on
behalf of the Quality Assurance and Enhancement Committee to confirm that the
Writtle College practice, as laid in paper QAEC/08/03, was in line with
University procedure regarding external examiner involvement in the
conferment of an award.
20/08
Some concern was expressed regarding the external examiner’s ability to
oversee the approach to extenuating circumstances in major and minor courses,
where the module boards would not be in a position to see an overall student
profile. The College believed that the operation of a College wide extenuating
circumstances board would prevent this becoming a problem in practice. In
addition, an external and a member of University staff would be present at the
final award board.
21/08
that Writtle College should review the operation of the new policy at the end of
its first year of operation and report back regarding the operation of extenuating
circumstances policy.
22/08
UPDATE ON INTERNATIONAL ACADEMY – NEW PATHWAY PROVISION
(QAEC/08/04)
The paper from the International Academic included a number of inaccuracies
and was unclear about how the rapid increase in numbers in the department
would be managed. Reporting lines both within the department and between the
department, the IA Board and the HCS Faculty were also not as clear as they
should be. The Committee was concerned that the department received the
appropriate support both in managing present growth and planning for strategic
demands.
23/08
Many of the implications for the department of significant growth would be
outside the normal scope of a periodic review, although they would ultimately
impact upon the quality of the student experience. The resource implications of
the growth, including the impact on the delivery of all aspects of student support,
for example, needed to be considered and actioned at a University level as
appropriate.
24/08
Resolved
that it should be recommended to the University’s Steering Group that the
International Academy undergo a Departmental Review, starting as soon as
possible and to report at the beginning of the Summer term in 2009 so that
recommendations could be actioned before the start of the next academic year.
25/08
Secretary’s
Note:
USG have subsequently approved a Departmental Review for the International
Academy, to be managed by the University Planning Office, with timescale as
proposed.
26/08
Noted
STATISTICS
a. DLHE Statistics 2006-2007 (QAEC/08/05)
Noted
Resolved
The report concerning the destination of leavers from HE. In common with
many institutions, the University had not met the response rate target of 80% and
it was not clear what action could be taken immediately to address this issue.
Engaging students beyond graduation was a wider issue for the University and
the difficulties the Careers Centre encountered in relation to the DLHE needed to
be considered as part of broader endeavours.
27/08
It would have been useful to see the data broken down into graduate and nongraduate jobs, by Faculty, rather than just overall employment statistics per
Faculty.
28/08
that the Careers Centre should work with the Planning Office with a view to the
production of more detailed DLHE statistics, organised to align with the
University’s KPIs and external university employability league tables, and
presented at University, Faculty and Departmental levels.
29/08
b. National Student
(QAEC/08/06)
Noted
Survey/Student
Satisfaction
Survey
Results
The summary paper pertaining to the 2007/08 SSS and NSS results. These
would be discussed at Faculty Boards and considered by departments as part of
the annual monitoring process. It was the responsibility of the Faculty Boards to
ensure that students received feedback, in accordance with University policy, on
both the outcomes of the surveys and departmental responses.
30/08
LEARNING & TEACHING STRATEGY (QAEC/08/07)
Noted
The draft Learning and Teaching Strategy, which had been generated by a
Working Party over the summer.
31/08
The Strategy was intended to be viewed as a web document, and was therefore
presented in a series of layers of increasing detail. At the top-most level the
Strategy could therefore be summarised by the key words Engage, Empower and
Enable.
32/08
A number of suggestions as to the detailed wording of the Strategy were made
for inclusion in a revised draft in advance of the documents wider dissemination
for consultation.
33/08
SUB GROUP ON INNOVATION (QAEC/08/08)
Noted
Resolved
The recommendation that a sub-committee be formed to advise the Committee
on aspects of innovation in learning and teaching.
34/08
a. that the Learning and Teaching Innovation Sub-Committee should be
formed with immediate effect;
b. that the terms of reference of the Sub-Committee should be as detailed in
paper QAEC/08/08;
c. that the membership, as detailed in QAEC/08/08, should be amended to
include a representative from a collaborative partner and representation
from all four University Faculties.
35/08
36/08
37/08
REVIEW OF THE NEW RULES OF ASSESSMENT (QAEC/08/09)
38/08
Noted
EMPLOYABILITY
a. Employability Skills Working Group Progress Report (QAEC/08/10)
39/08
Noted
b. Skills for Success programme (QAEC/08/11)
40/08
Noted
c. Frontrunners (QAEC/08/12)
Noted
41/08
PROFESSIONAL DEVELOPMENT REPORT (QAEC/08/13)
Noted
42/08
CAREERS CENTRE REPORT (QAEC/08/14)
Noted
43/08
COLLABORATIVE PROVISION AUDIT UPDATE (QAEC/08/15)
The Quality Assurance Agency for Higher Education (QAA) would undertake
Noted
an audit of the University’s collaborative provision during the Summer Term of
academic year 2009-10.
44/08
OFSTED INSPECTION OF VALIDATED INITIAL TEACHER TRAINING AWARDS
(QAEC/08/16)
Noted
The University’s ITT partnership with Colchester Institute and South East Essex
College had been awarded a Grade 2 (Good) and that ITT provision at
University Campus Suffolk (UCS), which is jointly validated by UEA and
Essex, had been awarded a Grade 3 (Satisfactory).
45/08
QAA CODE OF PRACTICE, SECTION 8: CAREER EDUCATION, INFORMATION,
ADVICE AND GUIDANCE IN UNITED KINGDOM (UK) HIGHER EDUCATION
INSTITUTIONS (QAEC/08/17)
Noted
Rachel Lucas
Assistant Registrar (Quality)
November 2008
46/08
Annex A
Quality Assurance and Enhancement Committee
Ex officio
Vice-Chancellor: Professor Colin Riordan
Pro-Vice-Chancellor (Learning and Teaching): Professor Andy Downton (Chair)
Dean of the Faculty of Humanities and Comparative Studies: Dr Leon Burnett
Dean of the Faculty of Law and Management: Professor Stuart Manson
Dean of the Faculty of Science and Engineering: Dr PD Scott
Dean of the Faculty of Social Sciences: Dr Mike Jones
Dean of Graduate School: Professor Joan Busfield
Dean of Academic Partnerships: Dr Aulay Mackenzie
Dean of Southend Campus: Mr Bob Mack
Academic Registrar: Dr Wayne Campbell
Assistant Registrar (Quality): Ms Rachel Lucas
Head of Learning and Teaching Unit: Dr Jo Andrews
Students’ Union Vice-President (Education): Mr Yousef Joondan
Director of Student Support: Ms Rachel Fletcher
Director of Information Systems: Mr Richard Murphy
Appointed
Four Faculty Representatives (nominated by Faculty Boards)
A representative from Colchester Institute, Writtle College and South East Essex College
A student representative appointed by the Student’s Union
Terms of Reference
a. To be responsible for the development and maintenance of the University’s Quality
Assurance and Enhancement Framework and to advise the Undergraduate and Graduate
School Boards on matters of policy and practice in order to enhance learning and
teaching;
b. To ensure that quality assurance and enhancement policy meets both the University’s
internal needs and the requirement of external agencies, and to make recommendations to
the Senate as appropriate;
c. To monitor the achievement of targets set out in the Learning and Teaching Strategy,
including those specified to HEFCE, and recommend enhancements and developments to
the Senate, as appropriate;
d. To assess the ongoing effectiveness of the Quality Assurance and Enhancement
Framework by monitoring relevant performance indicators including external and internal
student satisfaction survey results; student retention and employability data and
Professional Statutory Body (PSB) and Quality Assurance Agency (QAA) audit reports;
e. To consider documents from external bodies, concerning academic quality assurance
issues and the implications for provision leading to University of Essex awards and to coordinate a University-level response where required;
f. To be responsible for oversight of major external quality assurance audits and reviews;
g. To co-ordinate and monitor the implementation of specific learning and teaching
initiatives funded by external or internal grants;
h. To act as an advisory body for professional development activity in learning and teaching
and to receive reports on specific initiatives in professional development;
i.
To oversee, on behalf of Senate, the conduct and development of pedagogic practice
across the University, including to foster innovation and to identify and disseminate good
practice;
j. To keep under review the impact of the University’s Strategies on pedagogic practice and
advise Senate accordingly;
k. To monitor and evaluate developments in learning and teaching and publish reports of
these activities as required by the University and/or external agencies;
l. To determine procedures for the development, validation, monitoring, periodic review
and termination of taught programmes of study and to oversee their operation.