ACADEMIC QUALITY ASSURANCE
Appendix 6
ANNUAL MONITORING PROCESS
APPENDIX 6 - AQA MANUAL
PROCEDURAL DOCUMENT ON THE ANNUAL MONITORING PROCESS
1.
PURPOSE
To aid the University in its pursuit of excellence; specifically:

To evaluate and improve course quality

To ensure the best possible student experience within the resource available

To ensure that appropriate action is taken to remedy any identified shortcomings

To identify and disseminate good practice

To build up information needed for the periodic course review process and for external
reviews
2.
FEATURES
2.1
At the end of the academic year each course and subject is reviewed with regard to its
operation that year and a report prepared. In the case of clustered courses a single report
can be submitted, provided this adequately highlights any matters related to each specific
course. It is recognised that some courses run outwith the standard academic year. Reports
must still be submitted for these, as their issues would otherwise not be included in the overall
monitoring process. A report should also be submitted for courses which are "running out",
so that there is a complete record.
2.2
Schools are required to monitor course operation on an ongoing basis throughout the year, to
take prompt action where appropriate, with feedback, and to document matters raised and
their outcomes. The annual course/subject monitoring report is the summative element in this
activity.
2.3
The annual course/subject monitoring report is intended to be an overview and commentary
reflecting feedback from students, external examiners, employers, etc. It is expected that
Schools will collect and retain full information even though this will not be presented in full in
the report. The report will normally be no more than eight sides A4 in length.
2.4
At each level (course/subject; School/UCLan Campus; partner institution; University) an
action plan is produced for those matters which can be addressed at that level. Any issues
which are beyond the remit at that level are referred up (eg by a course to the School/ UCLan
Campus and by School/ UCLan Campus to University).
2.5
Service issues are collated from Dean of School/ UCLan Campus reports and taken up with
the relevant Services so that responses and action can be reported to the University at the
special annual monitoring meeting of Academic Standards and Quality Assurance Committee
(ASQAC).
2.6
Good practice issues are collated from School reports and discussed at a meeting of the
Associate Deans/ School Quality Leads.
2.7
The School actions identified through the annual monitoring process are confirmed at
institutional level and integrated into the School's overall delivery plan. The course actions
identified through the annual monitoring process are confirmed by the Dean of School.
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APPENDIX 6 - AQA MANUAL
3.
PROCESS
3.1
Course level (including Collaborative Partners)
3.1.1
The Course/Subject Leader is responsible for producing the Course/Subject Monitoring
report (partner course leader for Collaborative provision) , based on a review of the
operation of the course or subject by the Course/Subject Team, and for submitting it to the
Dean of School (or to AQA for Collaborative provision) by the required date(s). The report
will be produced on a standard University template, with a variant for courses/subjects
operating collaboratively. Features of a good Course/Subject report can be found in
Appendix 1.
3.1.2
In order to meet the guidance of the QAA Code of Practice (Part B, Chapter 10: Managing
Higher Education Provision with others) with respect to the monitoring of publicity materials,
all Collaborative Partners are required to submit fact sheets and course specific advertising
materials with the Course Leader’s report for consideration by the University. International
Partners who utilise a HE prospectus are required to submit this with their Course level
reports. Schools are required to ensure that the publicity materials are accurate in terms of
title, method of delivery, admissions requirements and academic content.
3.1.3
It is expected that the School visits their partner institution at least twice per academic year
and these visit reports should be completed by the UCLan colleague and be submitted
alongside the Course/Subject Leader report.
3.2
School
3.2.1
The Dean of School will receive and consider all course/subject reports (including those
from collaborative partners). The Dean of School in liaison with senior School staff will
prepare a report using a standard University template. This will:
Confirm that all course leader reports and action plans have been considered and submitted,
noting outstanding reports
Confirm that all collaborative visit reports have been considered and submitted, noting
outstanding reports
Provide an update to any outstanding issues that have not been resolved through the School
Actions
Provide detail of any School level actions already resolved
Confirm any issues to be referred to the University (service level actions)
Confirm publicity materials provided by relevant Partner Institutions






Any actions to be taken forward, and those actions to be reported on from the previous year,
should be included within the Action Plan.
3.2.2






The Rector of UCLan Cyprus and Strategic Lead for UCLan Burnley will receive and
consider all course/subject reports concerning their respective provision and complete an
UCLan campus report. This will:
Consider the progress on achieving the actions or outcomes from the previous year
Comment on the statistics for the campus
Comment on the student, course team and External Examiner feedback
Comment on the learning resources
Comment on the liaison with the UCLan host School and UCLan services
Confirm any issues that should be referred to the University
3.2.3
The Dean of School has responsibility for ensuring that there is feedback to students and to
external examiners.
3.2.4
The Dean of School and RDT will produce a separate report on the operation of research
degree programmes operating within the School. Any actions to be taken forward, and those
actions to be reported on from the previous year, should be included within the Action Plan.
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APPENDIX 6 - AQA MANUAL
3.3
UK Partner Institution – Institutional level
3.3.1
The Principal (or nominee) of a UK partner institution will receive and consider all
course/subject reports for courses operating within their institution and will prepare a report,
using the standard template, for AQA, identifying issues to be addressed by the
College/institution (action plan) and issues to be referred to the University.
3.3.2
The Principal or nominee is responsible for monitoring institutional action plans.
3.4
Services
3.4.1
Services provide routes for addressing operational issues throughout the year so that only
those which cannot be resolved by the relevant Director of Services are referred to ASQAC.
3.4.2
These issues will be taken up with the relevant Services and a report on their responses
prepared for the special annual monitoring meeting of ASQAC.
An updated listing of service issues will be completed following receipt of the updated Dean
of School report (taken from on-campus postgraduate provision).
3.4.3
Academic Quality and Awards (AQA) will provide updates to the Schools on Service Issues.
3.5
University
3.5.1
School reports, accompanied by all supporting course reports, will be scrutinised by a group
including representative School Quality leads/ Associate Deans. The Chair of ASQAC will
provide an overall report to the special annual monitoring meeting of ASQAC to initiate the
debate on those issues which the Committee may wish to endorse as priorities for action
and to provide an update on the actions achieved in the previous year at institutional level.
3.5.2
Partnership Development Office will prepare a report on generic UK partnership course
operation issues for the special annual monitoring meeting of ASQAC; International Office
will prepare a report on generic overseas partnership course operation issues for the special
annual monitoring meeting of ASQAC.
3.5.3
The Head of the Graduate Research School will prepare a report on the operation of
research degree programmes for the Research and Knowledge Transfer Committee (RKTC)
and ASQAC. The report will include an Action Plan identifying Service level and Graduate
School issues.
3.5.4
ASQAC will agree any changes to the annual monitoring process for the subsequent year.
4.
Timetable for annual monitoring process, including feedback
Note:
For specific deadlines please refer to the Academic Quality and Awards
webpage.
All dates refer to the academic year following that under review
Date
Responsible
person/group
Activity
Course level
Ongoing
Course leader/team
Autumn
September January
Course leader/team
Course leader/team
Collect student data and evidence in preparation for annual
review (e.g. minutes from SSLCs, student results, progression
and withdrawals)
Undertakes review and prepares report, including CAP
Uploads report and any collaborative visit reports to SharePoint
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APPENDIX 6 - AQA MANUAL
Ongoing
End
session
of
Course leader/team
Course leader/team
Monitors progress on CAP
Reports progress on CAP to Dean of School and to students
(normally via SSLC)
School /UCLan Campus level
September January
January
January
Ongoing
End of
session
End of
session
End of
Session
Dean /Rector of
UCLan Cyprus
/Strategic Lead for
UCLan Burnley
Dean /Rector of
UCLan Cyprus
/Strategic Lead for
UCLan Burnley
Dean /Rector of
UCLan Cyprus
/Strategic Lead for
UCLan Burnley
Dean /Rector of
UCLan Cyprus
/Strategic Lead for
UCLan Burnley
Dean /Rector of
UCLan Cyprus
/Strategic Lead for
UCLan Burnley
Dean /Rector of
UCLan Cyprus
/Strategic Lead for
UCLan Burnley
RDT/Dean
Reports to be available via SharePoint
Prepares draft School/UCLan Campus report, including School
Action Plan
Uploads Dean of School /UCLan Campus report to SharePoint
Monitors progress on CAPs, and on SAP
Receives progress reports on CAPs from all courses in School
/UCLan Campus
Reports progress on CAPs and SAP to School /UCLan Campus
Prepare a report on the operation of the School’s research
degree programmes.
Partner Institution level
Oct/ Nov
Dean/ Principal
Beg Nov
Dean/ Principal
Prepares draft Partner College/institution level report, including
action plan
Uploads report to SharePoint
University level
February
February
NovemberFebruary
Ongoing
February
AQA
AQA
International Office
and Partnership
Development Office
SDS
AQA
February
Head of Graduate
Research School
End of
session
Chair of ASQAC
Key:
CAP
SAP
Course action plan
School action plan
Agrees actions with Services
Prepares draft report on University issues, including UAP
Prepare reports on generic partnership issues
(UK and International respectively)
Monitors progress on SAPs via delivery plan
Considers (UK and International) and draft report on University
issues
Prepares a draft report on University issues and Graduate
Research School issues, including UAP and SAP.
Reports progress on UAP to Schools
UAP
SSLC
University action plan
Student-Staff Liaison Committee
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