HE in FECs
Expert programme
Staff development materials
This information will be attached to each set of materials lodged on the HE in FECs website:
www.sheffield.ac.uk/heinfestratprog/index.html
Title and type of material:
HE Staff Handbook – Cornwall College (part of UPC Faculty)
Author/Contributing institution:
UPC and Cornwall College
Contributed (date):
April 2010
Brief description of materials:
This handbook provides an overview of staff responsibilities as well as
essential information on processes and procedures for HE within Cornwall
College.
Purpose:
To provide staff with an essential guide for HE course and module
management.
Target audience:
HE lecturers
Other materials that could be used alongside:
Student handbooks.
How has the material been used?
This guide has been adapted from a generic UPC online resource which
Cornwall College have added to in terms of providing college information and
processes. The generic version is on the UPC Faculty community pages of
the University of Plymouth portal. At Cornwall they have this on their HE staff
Central portal and also in hard copy.
How was it received?
Acts as a central resource for all staff so is a key document for everyday use.
Suggestions about how to maximise its effectiveness:
Can be issued as part of induction training.
Benefit to the college:
Provides clarity for staff across the college.
Any further comments:
Completion of this form constitutes your agreement to the material being downloaded, used
and customised by colleagues for the purposes and under the conditions set out to users.
That is, the material is made available on the condition that is used, not for profit, for the
development of good practice in HE in FE and that when it is used in whole, or in part, it is
properly attributed to the author(s).
It is the responsibility of authors to ensure that materials adhere to established principles for
academic referencing and attribution.
Cornwall College HE Staff Handbook
2009-2010
Contents
Introduction .................................................................................................................................. 5
Cornwall College’s HE programmes ....................................................................................... 5
University of Plymouth Cognate Faculties (non UPC) ........................................................ 6
University of Plymouth Colleges Faculty (UPC) ................................................................... 6
UPC responsibilities: ............................................................................................................... 6
Subject fora ............................................................................................................................... 8
Subject Forum Chair (SFC) ................................................................................................... 8
HELP CETL ............................................................................................................................... 8
Cornwall College and the UPC Faculty ............................................................................. 8
The Programme Team – Responsibilities ............................................................................... 9
The Programme Manager – Role and Responsibilities ...................................................... 12
The Programme Manager’s Year ............................................................................................ 13
Module Leaders – role and responsibilities ......................................................................... 16
HE Administrators ..................................................................................................................... 16
Key Actions and Responsibilities of HE Staff ....................................................................... 17
Programme Committees .......................................................................................................... 18
Programme Committee Meetings ..................................................................................... 18
Annual Programme Monitoring (APM) ................................................................................. 19
APM Flowchart ...................................................................................................................... 19
HE Self Assessment Report (HE SAR) .................................................................................. 20
Joint Board of Studies (JBS) ..................................................................................................... 21
UPC Faculty Board .................................................................................................................... 21
The External Examiner ............................................................................................................. 22
Staff Support................................................................................................................................ 23
Staff Support from UPC ........................................................................................................... 23
Notes for Running a Successful Programme........................................................................ 24
Registration and Induction .................................................................................................. 24
Induction Checklist ............................................................................................................... 25
Course and Module Information ....................................................................................... 26
Student Handbooks .............................................................................................................. 26
Module Guides as Support for Students .......................................................................... 26
Appendix 1 – Cornwall College HE Staff ...................Error! Bookmark not defined.
Appendix 2 – UPC Faculty Staff....................................Error! Bookmark not defined.
Appendix 3 – University of Plymouth Staff ................Error! Bookmark not defined.
Appendix 4 – Further Sources of Information .................................................................... 27
Introduction
This handbook is intended to provide a useful guide to the roles and responsibilities
of Cornwall College staff who manage and deliver the College’s Higher Education
(HE) programmes. It is not intended to replace information from the awarding
bodies, but rather to supplement it. In particular it should be read alongside the
college policies, procedures and guidelines, all of which are available via the
Document Finder on the College intranet. These provide detail on all programmerelated issues.
Cornwall College’s HE programmes
The College delivers HE programmes from seven sites, with the vast majority of
programmes approved by the University of Plymouth (UoP). The College also offers
two MAs, in Management and Management (Education) which are approved by
Coventry University. These MAs are work based and supported by staff from the
Faculty of Business, Enterprise and IT at Camborne. In addition the College offers a
number of Teacher Training programmes as part of a regional partnership with the
University of Plymouth Faculty of Education.This handbook principally refers to UoP
regulations, policies and guidelines. Those staff delivering the Coventry programmes
should refer to the relevant guidelines from that university where relevant. Staff
delivering Teacher Training programmes should refer to the additional guidelines
provided by the Faculty of Education.
Where programmes are delivered on more than one College site, it is essential that
a single cross-site Programme Manager and Programme Team are clearly identified
from the commencement of the programme, and that their roles and responsibilities
are clearly defined.
Teaching staff on HE programmes are part of a Programme Team, which fits into the
Faculty/Departmental/Corporate structure as follows:
Programme Team:
Programme Manager, Module Leaders, Lecturers
Curriculum Area
Manager (CAM)
Head of Faculty/ Head
of Department
Head/Deputy Head of
Centre
Curriculum Standards
Manager (HE Quality)
Director of Quality
Site HE Coordinator
Director/Deputy
Director of Higher
Education
University of Plymouth Cognate Faculties (non UPC)
These faculties receive UPC students for year 3 Honours progression from many
Foundation degree programmes. They provide liaison with UPC on new
programmes and approve/sign off new programme progression routes. Non-UPC
faculties should normally provide an Academic Liaison Person (ALP) to assist in new
programme planning (in particular the identification of progression routes and liaison
between programme teams and named progression route) approval events and
programme committees
University of Plymouth Colleges Faculty (UPC)
The rationale behind the UPC faculty and all of its processes and functions is a
simple one: partner colleges and staff working collaboratively with the University of
Plymouth to develop, deliver and maintain responsibility for programmes which offer
quality and flexibility and parity of opportunity for HE students across the region.
The faculty office is based at the University of Plymouth, but the heart of the faculty
is the partner colleges which provide and monitor the programmes, and the faculty
lecturers who design and deliver the programmes. The UPC faculty team act to
support and facilitate colleges and college staff.
UPC responsibilities:
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Programme approvals (with University Quality Support).
Co-ordination of quality processes. (Joint Board of Studies)
Link to other parts of university (partner college librarian –PC SU person -,
UPSU Vice President,
PC careers service link –, Disability Assist – Nigel Larcombe
Faculty staff development programme –UPC Staff Development Coordinator, Blended learning development and learning resources – UPC
Blended Learning Co-ordinator
UCAS application system, clearing and direct entry for students. (for some
partner colleges)
Graduation.
Student registration and entitlements.
External Examiners nominations and processes. Please note that programme
teams have the responsibility to make nominations whilst UPC manage the
appointment process.
Subject Assessment Panels (SAP) Award Assessment Boards (AAB) and
paperwork produced at the College from these processes.
Subject fora
These are the academic focus point for staff. Subject fora provide opportunities for
academic liaison across the UPC network and with cognate University of Plymouth
faculties. They work to deliver subject specific staff development activities/days and
events and act as a medium to spread good practice and encourage collaboration.
The Subject Fora are as follows: Business and Social Science, Health, Arts (including
Art and Design and Arts and Humanities), Technology, Science.
Subject Forum Chair (SFC)
The SFC runs the subject forum and acts as the conduit between UPC staff and
programmes and the relevant academic faculties. The SFC should be the first point of
contact for new award proposals. The SFC is often the academic university liaison
for approvals and programme committees. The SFC will either act as an Academic
Liaison Person (ALP) for the programme, or appoint a designated ALP to play an
active part in the quality processes and development of the programme. The ALP is
expected to be an active member of the Programme Committee and act as a ‘critical
friend’ in providing support, advice and a permanent link to the University. ALPs
should attend programme committee meetings, the Subject Assessment Panel (s) and
the Award Assessment Board, but are also on call to the programme manager
informally as the first point of academic contact to advise on programme issues or
new developments such as permitted changes to the programme. (See Appendix 2
for contact details)
HELP CETL
This is the Higher Education Learning Partnership (HELP), Centre of Excellence in
Teaching and Learning (CETL). It is part of UPC and is a 5 year project funded
through HEFCE to build upon, promote and enhance good practice in teaching and
learning across the UPC network. HELP has a number of development activities
which partner college staff can feed into. An important part of this is the Award
Holders Scheme which funds and supports Fellowships and CPD awards, given to
help staff develop projects and their own academic development based on
development themes. The CETL works to encourage and support communities of
practice and subject forums. The aim is to enable staff to participate in the network
to enhance student experience and staff opportunities for personal and professional
development.
Cornwall College and the UPC Faculty
The College is in essence the teaching part of the UPC faculty. Each college within
the network is required to demonstrate through the faculty quality processes that it
is complying with University of Plymouth regulations and the stated requirements
and specifications of each programme are being met. Administrative processes rely
on active cooperation between UPC faculty staff in Plymouth and partner college
administrative staff. The College is part of the faculty and so representatives of the
College are part of the UPC management structures and play active parts in the
strategic development of the faculty. Academic, administrative, and support staff
within the faculty have Registered University Teachers (RUT) status and have the
opportunity to play an active part in the academic development of the faculty, as well
as receiving support and belonging to the academic communities within the faculty
and the HELP CETL. Students on a University of Plymouth programme are UPC
students as well as college students and therefore entitled to the benefits of
associated membership of the University.
The Programme Team – Responsibilities
The Programme Team is made up of all teaching and support staff involved in the
delivery, monitoring and review of each programme. It is led by the designated
Programme Manager, who coordinates the activities of the team. For efficient
management it is necessary that the team meet on a regular basis, at the very least
prior to commencement of the delivery in an academic year, where planning can
take place, and then twice more during the year for Programme Committee
meetings. In practice most teams meet more regularly than this, either face to face
or virtually via Moodle. If not already part of the team, the relevant Curriculum Area
Manager (CAM) should be included at team meetings.
Where programmes are delivered on more than one College site, it is essential that
a single cross-site Programme Manager and Programme Team are clearly identified
from the commencement of the programme, and that their roles and responsibilities
are clearly defined.
Running the programme can be broken down into a number of programme team
responsibilities. The Programme Team must ensure:
i) That the University of Plymouth regulations and policies are complied with
and that the students receive a copy/can access an electronic version of the
Programme Student Handbook. In particular students should be made aware
of regulations and requirements relating to:
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Submission of work and late work
Extenuating circumstances
Examinations
Plagiarism and academic offences
Aspects of the Skills Plus policy such as PDP opportunities and career
management….
ii) That the Skills Plus agenda is embedded in all programmes:
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Career Management/PDP
The focus of the University’s Skills Plus policy (first launched in June 2003) is on
ensuring that the HE programmes promote graduate employability and provide
students with learning experiences which can underpin success in their academic
studies and professionally in the workplace.
Skills Plus has recently been the subject of a wide-ranging review and
consultation process (both internally and externally). Among the views
expressed, a prominent theme has been the need to ensure that our
undergraduates and postgraduates are encouraged and equipped to meet the
challenges of the new century. All programmes must ensure development of
students’ broader skills and employability, and that each student develops and
maintains a Personal Development Plan (PDP). This is a QAA requirement for all
programmes of Higher Education. Registered University of Plymouth staff and
students automatically have a Pebblepad (e-portfolio) account created. The login
details are the same as the staff RUT accounts and the student UoP accounts.
The address for the login page is: http://e-portfolio.plymouth.ac.uk For further
information see the Skills Plus site at the University of Plymouth website.
iii) That the approved programme is delivered, taking note of:
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Programme specification
Changes to the programme
Definitive Module Records (DMRs)
And that all quality processes are adhered to, including:
 Programme Committee Meetings
 Annual Programme Monitoring
 Appointment of External Examiner
 Management of External Examiner
 Reporting back to the Joint Board of Studies
 Action Plans
iv) That the assessment process complies with university regulations and is fair:
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Programme team co-ordination of assessment
Moderation of assessment
Second marking of assessment
Feedback to students
Arrange Subject Assessment Panels, Award Assessment Boards and Resit
Award Assessment Boards
Use the correct documentation
Information to students
(Cornwall College HE Assessment and Internal Moderation Guidelines are available
on the college intranet, and provide a useful guide).
v) That the students are fully represented through:
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Providing opportunity for students to participate in Student Union processes
including democratic element.
Including student representation in all programme team meetings
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Ensuring that details of the student representatives are passed on to the
Student Union to receive appropriate training and information.
Promotion of student participation in feedback activities such as the Student
Perception Questionnaire (UoP), the National Student Survey, and other
module feedback processes (college based)
vi)That the students are aware of their entitlements, rights, responsibilities and
UoP regulations as well as the materials and support available through the
University:
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Possible accreditation of prior learning (APL), either to gain advanced
standing for entry to the programme, or to receive credit against one or
more programme modules. For further information see UoP Academic
Regulations
Student Induction and initial assessment
Module delivery details and module guides
College welfare support services
Career management and college careers service
Assessment procedures and appeals
vii) That library and learning resources are provided as necessary for the
functioning of an approved programme:
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Library and learning resources representation on programme committee
Review DMR reading lists and update where necessary
Provide access and support for college VLE
Enable students to access University portal and provide necessary support
viii) That provision is made for staff support and training for the delivery of
programmes:
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Identify and request actions required by external examiner and action plan
Work with college HE managers and UPC to identify areas of staff training
and academic development needs.
Inform staff of development opportunities
The Programme Manager – Role and Responsibilities
The Programme Manager is responsible for the following:
 Leading the programme team
 Advising module leaders on the College HE Module Box Procedure
 Liaising with the Academic Liaison Person from the University
 Chairing Programme Committees
 Working with the HE Administrator in arranging an annual pre-panel meeting
 Chairing the Subject Assessment Panel
 Coordinating delivery and assessment timetables
 Coordinating internal moderation activity
 Carrying out an audit of module boxes, as per the College HE Module Box
Procedure
 Admissions, including updating information on planning and for UCAS, and
preparation of joining instructions
 Student results, including entering of marks on the College system
 Collating programme data
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Examination arrangements
Proposing nominations for and liaison with the External Examiner
Preparation of Annual Programme Monitoring reviews and Action Plans
Managing overall monitoring of the programme and managing the Permitted
Change process as required
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The Programme Manager’s Year
(for most full and part time courses):
June/July
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Ensure all module boxes and programme files are up to date
Organisation, with the HE Administrator for the programme, of Extenuating
Circumstances screening meeting
Ensure all arrangements are in place for External Examiner (EE) visit
Preparation for the Subject Assessment Panel (SAP) and Award Assessment
Board (AAB) – programme teams confirm student marks at a pre-panel
meeting
SAP –subject assessment panel
AAB – award assessment board
Preparation/updating of module handbooks. Team meetings on assessment
strategy and timings
Updating of student handbook
Review Action Plans from Annual Programme Monitoring (APM)
Liaise with HE Administrator regarding notification to students of outcome of
AAB (transcripts) – resit details sent and resit award assessment board
confirmed. Student appeals procedure – details sent to students.
Respond to EE report (on UPC template)
August
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Keep in touch with prospective students and returners – confirm induction
arrangements and arrange initial assessment
Deal with course enquiries promptly
Arrange late interviews
Compile and revise programme handbooks and agree with CAM
Complete programme file for next academic year
Mark any submitted module work and send results to the HE administrator
Review recruitment with CAM, HoF, HEC and Marketing
Agree the final timetable (staff, rooms, hours)
September
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Set up dyslexia and other screening for new students
Liaise with the Site HE Coordinator (or equivalent) regarding programme
planning and any new developments
Hold Programme Team Meeting to prepare staff for coming year.
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Ensure all module boxes are up to date
Collect schemes of work and lesson plans from module leaders
Collect marks for re-submitted work
Ensure all students are enrolled and new students have filled out UoP card
request forms
Ensure students are on the system to be invoiced for materials
Request portal codes
Ensure additional support needs are addressed
Finalisation of induction programme (see the Induction Checklist)
Appointment of External Examiner completed
Finalisation of student assessment
Resit Award Assessment Boards
Ensure student representation from each stage of the programme(s)
October/November
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Hold first Student Review meeting send copy of action minutes to CAM,
HEC and HoF
Contact University link tutor and subject chair and organise Annual
Programme Monitoring meeting
Work on action plan for APM
Attend pre-JBS subject cluster meeting
Programme Team Committee meeting prior to Autumn Joint Board of Study
(Annual Programme Monitoring and permitted changes)
January/February
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Plan for a Programme Team Committee meeting prior to Spring JBS
Check programme information on planning database
March/April
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Second Student Review meeting – minutes to CAM and HoF
Agreement with External Examiner on requirements
Organise stage 2 student visit to UoP
May
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Completion of all student work (FT programmes)
Joining instructions for new students
Remember to….
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Manage the internal moderation and double marking of work –
samples of moderated work to be kept for external examiner
Audit module boxes throughout the year
Send formal examination questions to external examiner for
review/comment, following internal scrutiny meeting
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Arrange programme meetings (as necessary)
Remind students about extenuating circumstances claims and
assessment regulations.
Make sure that information relevant to student appeals is available via
your administrator during the summer break.
Arrange double checking of marks with HE Administrator prior to
the SAP
Prepare for the SAP and AAB – It is always a good idea to have a
mock event with the programme team prior to the official meeting.
Module Leaders – role and responsibilities
Module leaders are named on the first page of each Definitive Module Record
(DMR) and are responsible for:
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Delivery and assessment of the module intended learning outcomes
Maintaining the module box
Preparation of the module handbook/guide
Scheme of work and session plans
Coordinating teaching staff on the module
Ensuring internal moderation activity is carried out
Organisation and coordinating visits and visiting speakers, where relevant
Collation of module results
Organising the module review and completion of the module summary for
the Subject Assessment Panel
Attending the Subject Assessment Panel for presentation of the module
results
Attending the Programme Committee and planning meetings
Module leaders must be aware that students taking the module as a standalone
module may have differing information requirements to students on the substantive
programme. The module guide will be of particular importance to students in these
categories, and should be compiled to take their needs into account, as well as full
time students.
HE Administrators
The College HE Administrators are vital members of the team. They are based at
Camborne but act corporately. Their role includes:
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Providing the conduit between the College and UPC regarding programme
approvals, permitted changes to programmes and essential documentation
and processes
Organising and administering the APM process
Organising and administering Academic Offences meetings
Organising and administering Extenuating Circumstances screening meetings
Organising and administering the subject cluster pre-JBS meetings
Collating marks and providing mark sheets to Subject Assessment Panels and
Award Assessment Boards
Assisting HE Marketing with the organisation of the annual HE Awards
Ceremony
Providing advice regarding adherence to regulatory processes
Key actions and responsibilities of HE staff are summarised overleaf.
Key Actions and Responsibilities of HE Staff
Responsible HE
Staff:
Cornwall
College process:
UPC Faculty
University
process:
Programme Committee and Annual
HEPM; MLs; HEA;
CAM;Teaching staff; Programme Monitoring
Student representatives
HEPM; HEC; HEA
DirHE; DepDirHE;
CSM; HECs; HEA
Pre-JBS Subject Cluster
meetings
Joint Board of Studies
UPC Faculty
Board
DirHE; DepDirHE
DirHE; DepDirHE;
CSM; CAMs
DirHE; DepDirHE;
HECs
DirHE; DepDirHE;
HECs; HEA; CSM
College Self
Assessment
Reporting
process
HE Coordinators’
Meetings
HE Management
Committee
Corporate
Management
Team
UoP Learning &
Teaching
Committee and
Academic
Board
HEPM: HE programme
Manager
ML: Module Leader
HEA: HE Administrator
HEC: HE Coordinator
DirHE: Director of HE
DepDirHE: Deputy
Director of HE
CSM: Curriculum
Standards Manager
CAM: Curriculum Area
Manager
Programme Committees
Each validated UPC programme that runs in a college should have a programme
committee as specified within the Approval Document. It is important that this
committee includes all of the stated members (such as students and library/learning
resource representatives, and SFC or ALP) in order to adequately fulfil the functions
of the committee. It is also a matter of good practice to invite other key
stakeholders such as blended learning co-ordinators.
Programme Committee Meetings
Full programme committee meetings need to be held a minimum of twice a year and
should be attended by all Programme Committee members including LRC staff.
These are a vital part of the quality control and enhancement process and it is
important that all committee members are represented in this process. The minutes
of these meetings are presented to the UPC Joint Board of Study (JBS), which will
normally meet twice a year. The first programme committee meeting of the year will
be in the Autumn prior to the first JBS and its main job is to produce the programme
Annual Programme Monitoring (APM) report. This will then be presented to the JBS.
Subsequent meetings
It is then a requirement to hold another full programme committee meeting in
anticipation of the next JBS (usually in the new year). This meeting should cover
course issues and in particular issues raised by students. Once again there will be a
set agenda and the minutes of this meeting provide a record for taking forward
issues to the JBS. This provides a clear communication channel by which student’s
and staff voices can be heard and appropriate actions agreed upon. This meeting also
covers changes to programmes; documentation which is to be presented to this
meeting must be current UPC templates which are available on the UPC Faculty
community of the UoP website.
Full programme team committee meetings are chaired by the programme manager
are a key aspect of quality control and provide a forum for raising issues which can
then be brought into a wider domain. Evidence and opinion from the external
examiner and from students is a particularly important aspect of this process. It is
the role of the programme manager to ensure that these meetings are held and that
they provide the opportunity for free and fair expression of student and teaching
staff opinion. It is also the appropriate place to consider issues raised by the external
examiner and formulate actions based on the recommendations of the external
examiner if required. It is an ideal process for raising student and staff concerns to
college and faculty management. Each programme committee meeting feeds into the
overall college JBS report and can inform strategic and operational developmental
planning for the college Self Assessment Review (SAR).
Annual Programme Monitoring (APM)
As already noted each programme committee must meet prior to the autumn JBS to
produce an Annual Programme Monitoring (APM) report. The APM will follow a set
agenda for which there is a template, to examine the evidence and feedback on the
course from the previous year.
Key pieces of evidence for this meeting are the external examiners report and the
National Student Survey (NSS). At the Joint Board of Study (JBS) the programme
manager will usually provide a summary of the APM report. Programme Committee
Action Plans are generated by this meeting as part of the APM report, which are
then taken forward to the HE manager in the college and incorporated into a
College Action Plan. These action plans will be reviewed and discussed by the JBS
who may suggest amendments or actions in accordance with UPC policies and
protocols.
APM Flowchart
Programme Cttees meet at PCs by three weeks
preceding the Joint Board of Studies..
Minutes, Action Plan, External Examiner’s Report
and written responses to External Examiner’s
Report from each Programme Cttee to be sent to
college QA Director (or designated equivalent)
QA Director (or designated equivalent) at PC considers Programme Cttee
Minutes, Action Plans, External Examiners’ Reports and written responses to
External Examiners’ Reports. QA Director (or designated equivalent) relays
any concerns he/she has arising from the Action Plans, Minutes, External
Examiners’ Reports and responses written to External Examiners’ Reports
back to appropriate Programme Leaders.
The QA Director (or designated equivalent) should carry out actions as
identified in 2.2 of the UPC Process 1-05, and produce the draft College
Action Plan.
This Action Plan, together with Programme Action Plans, Minutes, External
Examiners’ Reports and written responses to External Examiners’ Reports
from Programme Cttees forwarded to Secretary (college-based) of JBS for
inclusion on the Agenda for the JBS meeting. All JBS must be held before the
end of December.
JBS meeting receives Programme Cttee Minutes, External
Examiners’ Reports and written responses to External
Examiners’ Report and receives, for approval, Action
Plans from Programme Cttees.
College HE Management Committee
JBS also receives, for consideration and approval, the
College Action Plan prepared by the QA Director (or
designated equivalent).
JBS Minutes, External Examiners’ Reports and written
responses to External Examiners’ Reports, together with
all the Action Plans, are forwarded to Associate Dean (T
and L) at UPC Faculty. Associate Dean (T and L)
produces a report for consideration/approval by UPC
Faculty Board.
Minutes from UPC Faculty Board, together with report
from Associate Dean (T and L) are forwarded to the
University Learning and Teaching Committee.
Corporate HE Self Assessment Report
University Learning and Teaching Committee
HE Self Assessment Report (HE SAR)
An HE SAR is produced annually following the APM Committees, and then forms
part of the College’s assessment of its total provision. The process and timeline for
2009-10 is as follows:
21/09-16/10
Annual Programme Monitoring (APM) Committee meetings held,
minutes and action plans signed off by PMs
By 23/10
Higher Education Administrator (HEA) sends APM minutes and action
plans electronically to CAMs/HoFs .
23/10-06/11
Each CAM produces a CAM HE Summary Report and a Quality
Improvement Plan (QIP), obtains signed agreement of HoF or
equivalent, and sends final copy electronically to their Head of College
and the Curriculum Standards Manager (CSM) CQIU.
10/11
CSM sends electronic copies of CAM HE Summary Reports and QIPs
to members of special session of Cornwall College HE Management
Committee.
01/11-12/12
Cornwall College internal Curriculum Review meetings held on campus sites.
13/11
Special session of Cornwall College HE Management Committee
considers, revises and approves CAM HE Summary Reports
and QIPs.
16/11-20/11
CAMs revise Reports and QIPs and send electronic copy of final
versions to CSM in CQIU. CSM sends copies of CAM Reports to
CCLs.
By 20/11
List of key issues raised in CAM HE SAR Reports sent to Heads of
Student Services, Learning Services, MIS, Student Records,
IT Services, Estates for incorporation in Service Area QIPs.
26/11 UPC Pre Joint Board of Studies (JBS) Subject Clusters meetings externally scrutinise
and review APMs. Each Subject Cluster is led by the Subject Forum Chair who is a member
of UoP.
30/11-04/12
UPC course.
Cornwall College HE Corporate Critical Issues Action Plan completed for
01/12
HE SAR completed and received by Corporate Management Team
(CMT).
11/12
HE SAR reviewed by Corporation Board.
15/12 UPC Autumn Joint Board of Studies (JBS) receives Cornwall College HE Corporate
Critical Issues Action Plan
Joint Board of Studies (JBS)
The JBS is a mechanism for dealing with the quality and management issues pertinent
to the delivery of UPC programmes. These boards deal with the individual issues and
needs of colleges and the faculty as expressed through the staff, students, managers
and external examiners of programmes and institutions. The rationale of the JBS is
that the quality remit of the faculty should rest at the most appropriate level, i.e the
college, but that the processes should be clear and transparent and in accordance
with the processes, regulations and requirements for University of Plymouth
programmes. The JBS is focussed on the management, delivery and implementation
of UPC programmes and enables review and discussion of the development of
programmes, the quality of programmes, student experience, staff issues, and
administrative issues.
The JBS will comprise representatives from the UPC Faculty (usually chaired by the
Dean/Deputy Dean or Associate Dean of the UPC Faculty), Subject Forum Chairs,
college management representatives, college quality representatives, Information and
Learning Support representatives, programme managers, the HE Administrator and
student representatives. The composition and procedures will vary slightly between
larger and smaller colleges.
The main business of the autumn JBS is APM and ensuring that the quality cycle is
complete for the previous academic year, and appropriate actions have been
generated for the current academic year. The autumn JBS also has a focus on
programme changes (permitted changes). The spring JBS has a greater focus on new
programme proposals.
There may be additional reports for programme managers to make to the JBS, for
example, progress in establishing and developing employer links or progress in
implementing university policies such as ‘Skills Plus’. There is also a standing item to
deal with staff changes to any programme team, a requirement of which is the
submission of the new staff members CV and the completion of a staff changes form.
All proposed new staff members should also complete a RUT form at this time.
UPC Faculty Board
The Faculty Board meets 3 or 4 times per academic year with the remit of providing
advice to the Dean relating to the strategic and academic development of the
Faculty. The Faculty Board provides guidance on the quality and academic processes
and structures of the Faculty and development and enhancement within these areas.
The membership is drawn from Faculty and college senior management.
The External Examiner
External examiners are appointed to each programme (or suite of programmes) to
provide an impartial evaluation of the implementation of the programme in relation
to University of Plymouth regulations and requirements. This includes HNDs, HNCs
and short courses as well as Foundation Degree and Honours programmes. The
programme manager for each Foundation degree must start this process by
nominating a proposed external examiner who meets the University of Plymouth
guidelines for external examiners (i.e is an appropriate subject specialist and has no
formal connections to the college/university).
Foundation Degree Forward maintains a database of potential external examiners for
foundation degree courses.
Although the College has its own quality assurance procedures, programme
managers should be aware that for a University of Plymouth foundation degree it is
the responsibility of the external examiner to ensure that a programme of study
meets the requirements and standards of the University of Plymouth.
It is the external examiner’s report which provides the basis of course evaluation for
the Annual Programme Monitoring (APM) report and the action plan which is
generated through this report. Although the observations of the external examiner
are of extreme importance it should be remembered that they do not act as the final
word in judgement of a course. An action plan which is considered appropriate will
be approved by the Joint Board of Studies during the APM process.
An external examiner will need to be appointed and approved by the University of
Plymouth for a 4 year term. In some cases re-appointment is permitted but has to be
applied for and this reappointment is only permitted for 1 year only. The University
provides the external examiner with guidance, training and the documentation for
fulfilling their role, but each programme team will need to liaise with him/her
regarding visits, providing samples of students work and course documentation, and
attendance of Subject Assessment Panels (SAP) and the Award Assessment Board
(AAB) at the culmination of the academic year.
The SAP’s and AAB’s are the culmination of the assessment process and a vital part
of the quality process by which the external examiner agrees the final marks in each
module area (SAP) and the individual decisions for each student (AAB). It is
important that the correct paperwork and processes are used for these meetings
and that they are staffed appropriately. In depth training sessions are available
through UPC to assist academic and administrative staff, as are the templates and
training materials which inform this process. This is normally booked by the HE
Administrator for April/May each year.
Following receipt of the external examiner’s report, each programme manager must
respond to the points raised in writing, using the UPC guidance notes. Each response
must be available for scrutiny at the Autumn APM Committee and will be included in
the papers from that Committee which go forward to the subsequent JBS meeting.
Staff Support
The Director and Deputy Director of HE, Curriculum Standards Manager, HE
Coordinators and HE Administrators provide the key support for the HE teaching
teams in the day to day execution of their roles. In addition there is an HE Marketing
Manager in place, who holds the overall responsibility for HE programme marketing
and should provide assistance in this alongside site marketing. Generic support is
provided by the Learning Development Manager in terms of staff development and
CPD for HE staff.
Staff Support from UPC
UPC has a variety of mechanisms to provide support and enhancement for academic
and support staff in partner colleges.
Administrative support
The UPC faculty provides a range of administrative support in order to enable
college staff to administer University programmes. Higher Education administrators
within colleges are invited to join the Administrators Community which holds
meetings and development days throughout the year. These meetings aim to provide
updating on university processes, to deal with common issues raised by
administrators, and to provide a supportive network in the same way as Subject
Forums support academic staff.
The UPC faculty office will also provide specific training and guidance on issues such
as Subject Assessment Panels and Award Boards. College staff are invited to attend
these sessions and also request additional training or support as they feel is
necessary within their college. Staff at the faculty office are there to support the
processes within colleges and are always happy to answer questions or discuss
particular issues around the administration of UPC processes, although it is
requested that the main point of contact at the College end is via the HE
Administrators.
UPC aims to provide a range of academic and administrative support through the
Faculty pages on the University Portal. All training materials and presentations are
posted onto this site as well as up-to date templates and procedures for Faculty
administration and processes. Staff with RUT (Registered University Teacher)
accounts can access these materials via the University Portal. Staff can also make
applications for University of Plymouth library cards through the Faculty Office. You
can find the RUTS registration form from the HE section of the College intranet.
Access to UoP services and personnel
UPC Faculty staff can provide help and guidance for staff and students to access
University services available to members of the UPC Faculty. Specialist groups have
been established to meet the needs of partner college staff, such as the partner
college librarians group and the careers advisors group. UPC students are members
of University of Plymouth Student Union (UPSU) and have a dedicated UPSU officer
who will liaise with colleges in order to strengthen the representation of UPC
students within the University.
Staff development and training
UPC aims to work with colleges in the support and development of all staff involved
in the delivery of University programmes. The staff development and blended
learning co-ordinator for the Faculty aim to promote opportunities for staff to
engage in academic development and appropriate Continuous Professional
Development (CPD) to support enhancement. Colleges or groups of colleges can
request specific training/development days to address particular needs where they
arise; it is important to establish a dialogue with the Faculty team so that they can
respond to the needs of staff at colleges. The agenda for such days is under the
control of the college and it is important that the college works closely with UPC to
establish the most effective means of delivering development where it is most
needed. UPC staff are also entitled to engage in University of Plymouth staff
development activities, for which there is an annual programme available on the
portal under the staff development community.
UPC seeks to address the needs of particular academic communities through Subject
Forums and the Higher Education Learning Partnership (HELP) Centre for
Excellence in Teaching and Learning (CETL). There are a range of opportunities for
staff to participate in the HELP CETL, from applying for a fellowship or CPD award,
to engaging in development projects. All staff have the opportunity to fully
participate in their Subject Forums and help to shape the agenda as well as establish
academic Communities of Practice. UPC organises two Faculty conferences per year
which are an opportunity for staff to meet, share experiences and keep abreast of
new developments, ideas and opportunities. This is an important part of the strategic
development of UPC in terms of the development of an academic community across
the partnership.
Notes for Running a Successful Programme
Registration and Induction
The college needs to give guidance to students on how to pay fees and claim
maintenance grants and college administered Access to Learning Funds (ALF). Staff
should be aware that processes and entitlements for full and part time students
differ. Students should make an application to their LEA for remission of fees and
student loan/fee loan and the student maintenance grant, which full-time students are
eligible for (although there is an age limit).
Students are both University of Plymouth students and college members. They will
be given a University of Plymouth registration number, which is their university
identity for access to the portal for key resources such as e-journals and university
e-mail, and is also the means to track their results on the course by the university
through the AAB. Students may have college numbers too, but these are not
recognised by the university and are not used by the university.
To enrol as a University of Plymouth student, pre-printed registration forms are
provided for those students who have made a timely application through UCAS, but
late applicants will have to fill in a blank registration form. Full guidance is provided
with these forms. Once a student has enrolled with the University then they will
have access to University facilities including the Student Union facilities and library.
Swipe library cards need to be applied for and forms can be downloaded from the
UPC site on the portal. Swipe cards are processed by the UPC and sent back to the
college for distribution to the students. A photograph needs to be attached and
students send or take the application to the University card office. In conjunction
with the HE Administrator this can be carried out efficiently alongside the initial
enrolment process for the majority of students.
A University of Plymouth Student Union (UPSU) student card is a separate card
which enables students to access UPSU facilities and benefit from a range of
discounts and offers through membership of the Student Union. The representative
function of the S.U is a crucial aspect of the University. Student representative
training is delivered by UPSU officers to student representatives in partner colleges
and the SU partner college officer visits all colleges to offer support and inclusion to
UPC students and act as a point of contact and advice. The UPSU card can be
applied for online at http://www.upsu.com/
Induction Checklist
By the end of the induction process students should be informed about:
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Dual status within the college and the university and the entitlements that
this creates from both institutions, including access to University of Plymouth
portal and electronic resources.
Finance issues (student loans and fees) and any additional course costs.
Where to access help available in college regarding finance, accommodation
and pastoral support.
UPSU and the UPSU representation system
Disability Assist services available at the College and University.
Course structure (modules and credit values) and criteria for achieving the
award.
Role of WBL within programme and the ethos of a Foundation Degree.
Progression through the FD and to the availability of Honours top-up.
Staffing on programme and contact details.
Teaching and learning philosophy.
Recommended text to purchase or loan.
Semester, term and assessment dates.
Key regulations on assessment, plagiarism and academic offences, submission
of work and extenuating circumstances.
Role of the external examiner and how this can affect final grades.
Many of these issues are covered in the programme Student Handbook, which the
student should have a copy of or electronic access to. All of these issues are
important for students and should be (re)visited at appropriate moments in the
academic year.
Course and Module Information
Students should have clear information on the structure and organisation of their
course which is contained within the programme Student Handbook, but also each
module that they take. This should include:
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Name, code, credit rating, and timing of the module (i.e. stage 1, term 1) –
also any other details such as whether the module is a pre-requisite.
Contact details of staff teaching on the programme.
Description, learning aims and learning outcomes of the module (taken from
the DMR)
Teaching and learning strategies and methods.
Schedule of teaching and assessment.
Description of assessment and criteria for assessment with a breakdown of
allocation of marks.
The importance and use of correct citation and referencing in written work
Referencing guidelines from Cornwall College Learning Services
Indicative reading list and any set text for purchase, or loan.
Students should be given as much information as possible on structure and content
of their programme and modules, and in particular the nature and requirements of
the assessment.
Student Handbooks
These need to be updated annually with details of assessment on the reverse side on
the DMR, term dates, staff changes and locations etc. Each student should have a
copy of this handbook either on the college Virtual Learning Environment (VLE) or
in hard format. Additional information can also be provided such as a style guide and
more detailed information on the assessment process, grading, formats for reports,
essays, plagiarism guidance etc.
A generic e-Student Handbook which covers all University of Plymouth students is
also available for students on the website.
Module Guides as Support for Students
Module guides will help guide your student through the programme of learning in a
comprehensive manner. Extracts from articles for reading, questions, and discussion
topics as well as further reading and web-sites for each topic can help to give
students a clear and defined picture of the programme of learning.
A Module Guide template is available on the College intranet.
Appendix 4 – Further Sources of Information
Cornwall College HE Assessment and Internal Moderation Guidelines:
https://intranet.cornwall.ac.uk/intranet/ccdocs/documents/guidance/teaching,%20training%20and%20learning/examinations%20a
nd%20assessment/he%20assessment%20and%20internal%20moderation%20guidance.
doc
Cornwall College Student Union http://www.cornwallstudents.org/
FDF Information on External Examiners
http://www.fdf.ac.uk/home/information_for_universities_and_colleges/external_exa
miners/
HELP CETL http://help-cetl.ac.uk/
Director of HELP CETL: Mark Stone
T: +44 (0)1752 238440
E: M.Stone-2@plymouth.ac.uk
University of Plymouth Colleges Faculty:
http://intranet.plymouth.ac.uk/upcfacul/intranet.htm
University of Plymouth procedures and templates:
http://staff.plymouth.ac.uk//upcfacul/procandtemps/intranet.htm
University of Plymouth Regulations
http://staff.plymouth.ac.uk//upcfacul/UoPregs/intranet.htm
University of Plymouth Student Handbook
http://www.plymouth.ac.uk/studenthandbook
University of Plymouth Student Union http://www.upsu.com/
http://intranet.plymouth.ac.uk/upcgen/intranet.htm
http://staff.plymouth.ac.uk//upcgen/Student%20Services/intranet.htm
SkillsPlus: http://staff.plymouth.ac.uk//skillsp/epdp/intranet.htm and
http://www.plymouth.ac.uk/careers
Student finance www.dfes.gov.uk/studentsupport and
www.direct.gov.uk/studentfinance