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Heriot-Watt University
QUALITY AND STANDARDS COMMITTEE
MINUTES
In the Chair
Prof P John
Date:
16 December 2015
Present also:
Ms H Frances; Prof L Galloway; Dr M Gul; Prof F Grant; Dr D Jamieson; Dr M King;
Mrs F Pankhurst; Prof J Ritchie; Dr M Salama (by Skype from Dubai); Dr G Thomson; Prof J W
Sawkins; Dr M Storey; Prof D Willison
In attendance:
Ms H A Crosby (Clerk); Mr C Powrie (for item 90)
Apologies:
Dr G Buckingham; Dr C Donnelly; Dr J Sanders
Action
84
WELCOME
The Chair welcomed members to the final meeting of the calendar year. A particular welcome was
extended to Mr C Powrie, Director of Administration in the School of Management and Languages,
attending for Item 90.
85
MINUTES OF MEETING ON 14 OCTOBER 2015
The minutes were approved as an accurate record.
86
RATIFICATION OF DECISIONS MADE BY MEMBERS ON 14 OCTOBER 2015
On 14 October 2015, whilst the meeting was inquorate, (from Item 70 onwards, with exception to
Item 73, which was discussed out of order, and after Item 63) members recommended a number of
decisions which were ratified and approved by the Committee on 16 December 2015. It was
reported that, for some items, further progress had been made, which was either reported within the
Matters Arising paper (QSC/15/82, appended), or was to be discussed as an agenda item. It was
noted that Item 90 would be discussed immediately after Item 87.
87
MATTERS ARISING NOT ON THE AGENDA (QSC/15/82)
The Committee noted the report on matters arising from previous meetings; the report is attached
as an appendix to these minutes. Other points were raised as follows:
87.1
Item 64.2, Oct 15: QAA ELIR3, Location of Study (Certificates/Transcripts)
It was confirmed that, with regard to the recording of the location of study on certificates and
transcripts, although the recommendation, and consequent approval, had been specific to
ALP award certificates or transcripts, as recommended within the QAA ELIR3 report, the
practice applied to all University awards, regardless of mode or location of study.
87.2
Item 73, Oct 15: Examinations: Breaches in Security and Cheating
It was reported that a discussion had taken place at Senate, with regard to the Regulatory
changes, and particularly the volume of non-carbonated water permitted within examination
venues. Due to a lack of understanding amongst the student body, the Senate had
recommended that there might be a need to communicate the rationale for the changes
being made. The Student Union President reported that the changes were not popular
amongst students and that discussions were to take place at the next Student Union
Executive Committee meeting. It was suggested that the University, and possibly the
Committee, should take responsibility for communicating the message to students.
However, it was emphasised that the changes had been made following concerns raised by
the Student Union.
87.3
Item 74, 14 Oct 15: Learning and Teaching Board Annual Strategic Review Report
i.
In relation to the review of the Academic Management Structure being undertaken by
the Learning and Teaching Board, members were invited to submit comments to the
Head of Academic Quality, as the Clerk to the Board.
ii.
With regard to a joint meeting of the Committee and Learning and Teaching Board, it
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was reported that, unless there were specific agenda topics to discuss, a joint annual
meeting would not be required.
87.4
87.5
Item 76, 14 Oct 15: Approved Tutor, Teacher, Marker Applications: Updates to
Forms and Guidance
i.
It was agreed that it would be prudent to wait for the outcome of the University’s
review of its Committee structure and operation, before considering further the
processes that are administered within the Deans’ separate constituencies. Members
alluded also to other impending structural changes which would also need to be taken
into consideration, such as the possible integration of the School of Life Sciences into
other Schools.
ii.
It was reported that, within three Schools, there is clear differentiation between the
role of ‘Demonstrator’ and ‘Approved Tutor’, whereby the former assists the lecturer
and is not left alone with students, and the latter will have additional responsibilities,
including sole supervision of students. It was agreed that the need to formally
recognise these roles should be taken into consideration as part of the wider review of
the Approved Tutor, Teacher, Marker process being undertaken by Academic
Registry.
Item 78, 14 Oct 15: Academic Review (Malaysia): Petroleum Engineering
The Committee noted the progress report and confirmed completion of the review
process.
88
NEW STUDY ABROAD APPROVAL PROCESS (QSC/15/78)
The Committee was presented with a draft approval summary sheet which had been developed
initially to expedite a number of one-way study abroad partnership agreements, being set up by
the Malaysia Campus, after which a full approval procedure will be developed and submitted to
the Committee for consideration. It was reported that the approval process being followed was in
line with that already in place for other University partnership arrangements.
It was clarified that the proposed summary related to one-way study abroad arrangements, but not
individual study placements. It was agreed that there was a requirement to define the different
type of partnership arrangements.
Academic
Registry
The importance of ensuring that Schools are involved in the early stages of discussions around
such partnership arrangements was emphasised; potential impact upon professional accreditation
was cited as one example of what would need to be considered during the early stages.
The Committee agreed to give approval, in principle, for the Study Abroad Partner Approval
Summary and noted that full procedures would be submitted to the Committee for approval in due
course.
89
EXTERNAL EXAMINER REPORTS: ROLE OF THE DEPUTY PRINCIPAL (LEARNING AND
TEACHING) AND DEANS OF THE UNIVERSITY (QSC/15/77)
At its meeting on 14 October 2015 (minute 72.2), the Quality and Standards Committee agreed a
change to the process for consideration of External Examiner Reports, whereby the Deputy Principal
(Learning and Teaching) would no longer review and comment on all UG and PGT individual External
Examiner Reports. It was also agreed that the Dean, as the final reviewer, should be the final cosignatory with the School.
In December 2015, the Committee was invited to consider the recommendation that the letter should
be signed off by the School. The recommendation was approved; members agreed that either the
Head of School or Director of Academic Quality or Director of Learning and Teaching should be the
final signatories. Any other nominees as signatories, would require approval by the Deputy Principal
(Learning and Teaching).
90
THE ROLE OF EXTERNAL EXAMINERS IN MEETING WITH STUDENTS (QSC/15/74)
This Item was discussed immediately after Item 87. Members reported current practices within their
own Schools in relation to External Examiners meeting with students, which varied across, and within,
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Schools; some External Examiners met with students as standard practice, whilst others did not.
Members agreed that the University’s Handbook on External Examining for Taught Programmes
complies with the QAA UK Quality Code. It was emphasised that the students with whom the
External Examiner meet should be representative of the whole student profile (across all modes and
locations of study), or the practice should not take place.
It was noted that the University’s Handbook on External Examining for Taught Programmes required
updating with regard to the inclusion of IDL and ALP students in meetings with External Examiners,
as this was now considered practical, due to the increased use and reliability of Skype and videoconferencing facilities.
91
MANAGEMENT-LED REVIEW OF PSYCHOLOGY
A management-led and initiated review of Psychology took place during semester two of academic
session 2014/2015. There were two elements to the review: quality of the student learning
experience; academic portfolio, research and management. It was noted that, subsequently, a
wider review of the whole School had taken place, the outcomes of which may have superseded
those from the Psychology Review.
It was agreed that the Committee should have sight of the report relating to the review of the
student learning experience. It was acknowledged that any issues raised within that report may
need to be (or have been) addressed as part of the over-arching management-led review of
Psychology and/or the wider School review.
The Chair will contact the Deputy Principal (External Relations) regarding the provision and
consideration of the report following the review of the student learning experience.
92
P John
INTERNAL AUDIT OF THE SCHOOL OF TEXTILES AND DESIGN: REPORT AND ACTION PLAN
(QSC/15/72)
An Internal Audit within the School of Textiles and Design took place on 28 October 2015. The
Committee approved the Audit Team's report and School's action plan, noted that actions would be
tracked by Academic Registry and that the School would be invited to submit a one year progress
report in October 2015.
The Audit Team had noted that some Exchange Agreements had been approved at the Universitylevel and without consultation with, or authorisation by, the School. The Audit Team and School both
agreed that this was an isolated oversight. It was recommended that the issue should be referred to
the Academic Registrar. The Head of Academic Quality agreed to take forward the action on the
Academic Registrar’s behalf.
93
REVIEW OF ACADEMIC AUTHORISATION BY THE KNOWLEDGE AND HUMAN DEVELOPMENT
AUTHORITY (KHDA), DUBAI (QSC/15/75)
The Committee was informed that in October 2015, a quality assurance process had been
conducted at the Dubai Campus, by the KHDA, and that continued renewal of the Campus had
been granted. It was reported that shorter approval periods had been granted for a number of
programmes than in previous years. The KHDA had confirmed that the latter decision was as a
result of the External Examiner reports being non-specific to the Dubai Campus. The Head of
Academic Quality clarified that External Examiner reports have provision for the inclusion of
comments specific to different modes and locations of study (which would include Dubai) and that
Chief External Examiner reports provide oversight of programmes that are delivered across all
modes and locations.
The Committee also noted that the Director of Administration and Registrar at the Dubai Campus
was to coordinate a formal response to the notification letter. It was emphasised that there should
be a formal link back to Academic Registry for the approval of a final institutional response.
The Head of Academic Quality will liaise with the Director of Administration and Registrar at the
Dubai Campus to ensure that in future, Academic Registry has oversight of reports being provided
to the KHDA and that there is formal oversight for an institutional response. An update will be
made available at the Committee meeting in February 2016.
M King
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94
QAA EDUCATIONAL OVERSIGHT MONITORING VISIT: WEST LONDON COLLEGE
(QSC/15/76)
In October 2015 West London College underwent an educational oversight monitoring visit by the
Quality Assurance Agency for Higher Education (QAA). The QAA monitoring team concluded that
West London College was making acceptable progress in implementing the action plan from the
Review for Educational Oversight (October 2012). The Committee noted the QAA report which had
been presented to, and considered by, the West London College Management Oversight
Committee on 3 December 2015.
95
MEETINGS OF THE WEST LONDON COLLEGE MANAGEMENT OVERSIGHT COMMITTEE (QSC/15/73)
The Committee received a combined summary of the minutes from meetings of the West London
College Management Oversight Committee that took place between September and November
2015. The Committee will receive all future reports in the teach-out period.
96
ACADEMIC REVIEW OF THE SCHOOL OF TEXTILES AND DESIGN (DUBAI): ONE YEAR
PROGRESS REPORT (QSC/15/80)
An Academic Review of the School of Textiles and Design (Dubai) took place on 29 October 2014.
In June 2015, the Committee approved the Review Team’s report and School’s action plan.
The Committee received, and approved, the School’s one year progress report and confirmed
completion of the review process.
97
ACADEMIC REVIEW OF CIVIL ENGINEERING: ONE YEAR PROGRESS REPORT (QSC/15/70)
An Academic Review of Civil Engineering took place on 17 and 18 November 2014. In February
2015, the Committee approved the Review Team’s report and School’s action plan.
The Committee received, and approved, the School’s one year progress report. A statement within
the progress report suggested that a non-HWU member of staff was acting in the capacity of
Course Leader at the Dubai campus. This was stated to be a mis-phrased sentence, however, the
Committee confirmed completion of the review process subject to satisfactory clarification of the
latter issue by the School.
98
EGIS
ACADEMIC-RELATED PROFESSIONAL SERVICES REVIEW OF INFORMATION SERVICES:
ONE YEAR PROGRESS REPORT (QSC/15/71)
An Academic-Related Professional Services Review of Information Services took place on
5 and 6 November 2014. In February 2015, the Committee approved the Review Team’s report
and Service’s action plan. The Committee noted that a number of deadline dates had been
extended since the approval of the action plan, for which justification had been given. It was also
reported that the Service was adopting an integrated approach for addressing a number of issues
arising from various, unrelated reviews, including ELIR 3. After discussion of the delayed
implementation of the approved actions the Committee approved the progress report and confirmed
completion of the review process.
99
INTERNAL AUDIT OF THE SCHOOL OF LIFE SCIENCES: ONE YEAR PROGRESS REPORT
(QSC/15/81)
An Internal Audit within the School of Life Sciences took place on 9 December 2014. In February
2015, the Committee approved the Audit Team’s report and School’s action plan. The Committee
received the School’s update report (paper QSC/15/81) as well as a verbal update from the Director
of Academic Quality in relation to the current status of the partnership arrangement with Tianjin
University. The Committee approved the progress reports and confirmed completion of the audit
process.
100
LEARNING AND TEACHING VISIT TO THE MALAYSIA CAMPUS (QSC/15/83)
The Committee received a summary report following a learning and teaching visit to the Malaysia
Campus by the Deputy Principal (Learning and Teaching), when a number of informal meetings with
students and staff were held, to explore satisfaction with the student learning experience and the
overall quality of programmes. High levels of student satisfaction were reported, and there were no
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academic matters that required escalation to the Vice-Principal (Malaysia), Heads of Schools or the
Quality and Standards Committee. The Committee noted the report and also acknowledged that a
formal quality assurance process (Academic Review, Malaysia) was in place for the oversight of
programmes delivered at the Malaysia Campus. The report will be passed to the Accreditation
Project Officer, responsible for the management and oversight of MQA accreditation process.
101
EXCHANGE AGREEMENT APPROVALS (QSC/15/69)
The Committee noted the approval of an exchange partnership within the School of Engineering and
Physical Sciences.
102
QSC TERMS OF REFERENCE (APPROVED)
The Committee received a final copy of its Terms of Reference for 2015/16, following approval by the
Senate.
103
ANY OTHER BUSINESS
The Chair encouraged members to complete the Senate Effectiveness Midpoint Review survey.
104
DATE OF NEXT MEETING
The next meeting will take place on Wednesday 17 February 2016 at 2.15pm, in the Court Room,
Lord Balerno Building.
H A Crosby
18 December 2015
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QSC/15/82
Heriot-Watt University
QUALITY AND STANDARDS COMMITTEE, 16 DECEMBER 2015
Matters arising from previous meetings
ITEM
63, 14 Oct 15
PROGRESS/UPDATE
REVIEW OF QSC TERMS OF REFERENCE
The Terms of Reference as agreed by the Committee were forwarded to the
Senate for approval.
64.2, 14 Oct 15
QAA ELIR3: LOCATION OF STUDY (CERTIFICATES/TRANSCRIPTS)
The Committee recommended, for approval by Senate, that the name of the
partner or location of study should not be recorded on ALP award certificates
or transcripts.
70, 14 Oct 15
The Senate endorsed the Committee’s recommendation.
ANNUAL MONITORING AND REVIEW: UNIVERSITY-LEVEL ACTION PLAN UPDATE
70.1 IT Provision
It was agreed that the Committee would strongly recommend to the
Senate that an operational plan should be developed for the provision
of reliable, University-wide media facilities, enabling the efficient
operation of joint campus meetings.
70.3
Following ratification of this decision, it will be forwarded to the Senate for consideration.
Transfers
The Student Learning and Experience Committee will be invited to
develop an appropriate Policy. It was also recommended that the
existing transfer application forms be reviewed, to ensure suitability
for all transfers.
73, 14 Oct 15
The Senate approved the Committee’s Terms of Reference.
EXAMINATIONS: BREACHES IN SECURITY AND CHEATING
In relation to the times that students are not permitted to leave the
examination venue, and the volume of drink permitted in an examination
venue, the Senate will be invited to approve the recommendations and
subsequently approve changes to Regulation 9: Assessments and
Examinations.
Decision to be ratified, however, it can be reported that the issue was also raised at LTB on
21 October, in the context of retention, and it was agreed that a review of the policy,
procedures and form should also be wrapped up with a review of how SITO advises
students who are thinking of leaving about options for transferring to another School.
QSC’s recommendations will be considered as part of a wider review of SITO, being led by
the Academic Registrar.
On 28 October 2015, the Ordinance and Regulations Committee agreed to recommend for
approval by the Senate Business Committee, the proposed changes; approval by
correspondence has been attained from the Senate Business Committee.
It was reported at the Senate meeting that some students had questioned the need to make
the changes to the regulation. It was recommended that there might need to be some need
to communicate the rationale to students.
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QSC/15/82
74, 14 Oct 15
76, 14 Oct 15
LEARNING AND TEACHING BOARD ANNUAL STRATEGIC REVIEW
REPORT
i.
Members also made reference to the remits of the School Study
Committee and Learning and Teaching Committee, emphasising that
there was a lot of overlap. The Committees had begun operating after
the implementation of the Academic Management Structure; it was
suggested that a review of their effectiveness might be useful.
Response from Deputy Principal (Learning and Teaching):
There are clear and distinctive, well documented remits for the School Studies Committee
and the Learning and Teaching Committee. It is assumed that overlap must be specific to
the operation of the Committees at the School level. The Learning and Teaching Board is
conducting a review of the Academic Management Structures in November and December;
the review will take into account QSC’s comments.
ii.
It was expressed that it would be useful if there was an opportunity to
link quality assurance and quality enhancement at the University level. It
was recommended that an annual joint meeting of the Quality and
Standards Committee and the Learning and Teaching Board should be
considered.
Response from Deputy Principal (Learning and Teaching):
There are long-standing, effective (as demonstrated most recently in the QAA ELIR reports)
links between quality assurance and quality enhancement, which we achieve extremely
well through processes such as Annual Monitoring and Review, Academic Review and, of
course, ELIR and the SFC annual report on institutional quality as well as our own internal
annual summary reports on AMR, Academic Review, External Examiners and the Learning
and Teaching Strategy. All these processes reinforce the links which is a much more
effective and efficient means of maintaining and developing our integrated quality
assurance and quality enhancement framework, achieving much more than what could be
effected by a joint meeting.
APPROVED TUTOR, TEACHER, MARKER APPLICATIONS: UPDATES
TO FORMS AND GUIDANCE
iii.
78, 14 Oct 15
79, 14 Oct 15
There was also a request that one Dean should consider teacher/marker
applications from the School of Energy, Geoscience, Infrastructure and
Society. The Deans will be asked to consider the request.
iv. It was recommended that the definition for ‘demonstrator’ should be
included in the guidance notes, in addition to tutor, teacher and marker
as this addition would be helpful to those making judgements about the
need to complete the LEADS programme.
v. Members raised concern about ensuring all tutors and teachers are
approved before embarking upon their respective duties. It was reported
that Academic Registry was reviewing the situation and that a report will
be submitted to a future meeting of the Committee.
ACADEMIC REVIEW MALAYSIA, PETROLEUM ENGINEERING
Currently these are how the Deans’ constituencies are set up. Until this changes then the
applications should be distributed as per the guidelines. A reorganisation of the Deans’
correspondence will be taking place which should make administration much easier.
Members requested sight of the report submitted in June 2015. It was agreed
that the latter report would be distributed, along with the update, by email to
members of the Committee.
The report was distributed. Only one comment (of satisfaction) was received.
HERIOT-WATT UNIVERSITY – ENGLISH LANGUAGE ENTRY
REQUIREMENTS
The Committee’s comments have been forwarded to the Studies Committees, where
responsibility for admissions lie.
Academic Registry is seeking further clarification over the use of the term "demonstrator"
as this appears to be a current duty of Approved Tutors, not an additional role.
Academic Registry is currently scheduling meetings with appropriate staff to discuss the
processes within each School. A report will be submitted to a future meeting.
It was agreed that SLEC should reconsider the requirements, whilst taking
due regard of the University Regulations and the student learning
experience.
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