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Minutes - Academic Planning Unit - University of Ulster

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UNIVERSITY OF ULSTER<br />

ACADEMIC DEVELOPMENT AND ENHANCEMENT COMMITTEE<br />

<strong>Minutes</strong> <strong>of</strong> a meeting held on 8 May 2012 at the Coleraine Campus<br />

PRESENT<br />

CONFIRMED<br />

Pr<strong>of</strong>essor D McAlister (Chair), Pr<strong>of</strong>essor A Adair, Ms S Alexander,<br />

Mrs J Alleyne, Pr<strong>of</strong>essor R Barnett, Pr<strong>of</strong>essor P Carmichael, Ms C Cochrane,<br />

Pr<strong>of</strong>essor B Dass, Pr<strong>of</strong>essor H Farley, Mrs R Fee, Dr D Gray,<br />

Pr<strong>of</strong>essor D Hazlett, Pr<strong>of</strong>essor D Heenan, Pr<strong>of</strong>essor J Jedrzejewski,<br />

Mr D McGivern, Pr<strong>of</strong>essor M McHugh, Pr<strong>of</strong>essor H McKenna, Mr M McKinney,<br />

Pr<strong>of</strong>essor G McMullan (for Pr<strong>of</strong>essor Curran), Pr<strong>of</strong>essor R Millar,<br />

Pr<strong>of</strong>essor I Montgomery, Pr<strong>of</strong>essor A Moran, Mr P Mulvenna, Miss A Murray,<br />

Pr<strong>of</strong>essor P O’Dochartaigh, Mr N Robb<br />

APOLOGIES<br />

Pr<strong>of</strong>essor C Curran, Dr P Hanna, Ms A Honan, Dr N Thornton<br />

IN ATTENDANCE<br />

Mr M Fitzpatrick (Minute 12.28), Mrs M Paris, Mrs P McCullough (Secretariat)<br />

12.28 NEW COLERAINE TEACHING BLOCK<br />

Mr Michael Fitzpatrick, Head <strong>of</strong> <strong>Planning</strong> and Development, Physical<br />

Resources, gave a presentation on the high level plan for the new teaching<br />

block on the Coleraine campus. It was noted that the plan would be<br />

delivered in three phases between 2014 and 2017 and included a 250<br />

person lecture theatre, flexible flatbed teaching spaces, and an open student<br />

hub area. The three storey teaching block would be located adjacent to<br />

Block H but the location <strong>of</strong> staff had yet to be determined. Feedback on any<br />

<strong>of</strong> the information provided in the presentation would be welcomed.<br />

AGREED that:<br />

a) Deans with provision at the Coleraine campus to advise Physical<br />

Resources Department <strong>of</strong> the names <strong>of</strong> two nominees from each Faculty<br />

to join a campus-based group to develop the plan;<br />

b) Mr Fitzpatrick to liaise with Mr Noel Wilson, ICT Customer Services,<br />

regarding the IT elements <strong>of</strong> the plan.<br />

The Chair advised that a number <strong>of</strong> pilots would be conducted over the next<br />

few years regarding room layouts, furniture, etc. Volunteers would be<br />

needed to participate in the pilots and Teaching and Learning Strategy<br />

funding would be available for evaluation purposes.


12.29 WELCOME<br />

The Chair welcomed Mrs M Paris, Chair <strong>of</strong> the Collaborative Partnerships<br />

Forum, and Pr<strong>of</strong>essor G McMullan, Associate Dean, Faculty <strong>of</strong> Life and<br />

Health Sciences.<br />

12.30 MINUTES<br />

The <strong>Minutes</strong> <strong>of</strong> the meeting held on 14 February 2012 were approved and<br />

signed by the Chair.<br />

MATTERS ARISING<br />

12.31 HEAR Event (Minute 12.10)<br />

It was noted that the national event scheduled for April 2012 had been<br />

cancelled.<br />

12.32 Student Placements (Minute 12.11)<br />

It was noted that the application and selection process had been completed<br />

in early April and the outcomes notified to proposers before the Easter<br />

break.<br />

A total <strong>of</strong> ten centrally funded placements and seven Faculty/Department<br />

funded proposals had been approved and staff advised to start the<br />

recruitment process as soon as possible to secure the best students.<br />

It was hoped that the funding decision for 2013/14 could be secured from<br />

VCAG (Fin) at an earlier date to facilitate an earlier application process and<br />

allow the recruitment phase to take place late Semester 1/early Semester 2.<br />

12.33 Higher Education Academy (Minute 12.14)<br />

It was noted that the Project Leader, Pr<strong>of</strong>essor Gibbs, had been invited to<br />

visit <strong>Ulster</strong> to discuss the Enhancement in Institutions study but no response<br />

had yet been received.<br />

12.34 Student Charter (Minute 12.17)<br />

It was noted that Senate (25/04/12) had approved the further revisions to the<br />

Student Charter proposed at the last meeting.<br />

12.35 <strong>Academic</strong> <strong>Planning</strong> Sub-Committee (Minute 12.18)<br />

It was noted that Senate (25/04/12) had approved the course planning<br />

recommendations.<br />

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CHAIR’S COMMUNICATIONS<br />

12.36 QAA Quality Code Chapter B3: Learning and Teaching<br />

The Chair advised that the QAA would soon publish a draft Chapter <strong>of</strong> the<br />

Quality Code for consultation, which would address the management <strong>of</strong><br />

learning and teaching in UK HE.<br />

A series <strong>of</strong> events to debate and discuss the draft guidance would be held in<br />

June and July and the NI event would take place on 8 June at Belfast<br />

Metropolitan College, Titanic Quarter Campus.<br />

AGREED that Faculty Teaching and Learning Co-ordinators be encouraged<br />

to attend the NI event.<br />

12.37 QAA TNE Review in China<br />

The Chair advised that the QAA had not included <strong>Ulster</strong>’s links in their<br />

finalised selection <strong>of</strong> partnerships to visit in China.<br />

12.38 HE Strategy for Northern Ireland<br />

The Chair advised that the Strategy had been published on 24 April 2012<br />

and, as expected, emphasised the HE contribution to the economy, skills,<br />

STEM and economically relevant subject developments, flexibility and<br />

information (KIS, etc.) for students. In addition it referred to the possibility <strong>of</strong><br />

a move to mode-free funding based on credit points, an expansion <strong>of</strong><br />

Foundation Degrees in the FE sector and the piloting <strong>of</strong> a <strong>University</strong> centre<br />

within an FE college.<br />

Sixteen projects had been formulated to progress the Strategy and the<br />

<strong>University</strong> awaited further information and guidance as to how it could<br />

contribute to/lead on this agenda.<br />

12.39 UCAS Admissions Service Consultation<br />

The Chair advised that proposals for a full post-results admissions process<br />

would not be taken forward due to:<br />

Insurmountable obstacles posed by the different term dates and<br />

qualifications’ timetables across the four countries <strong>of</strong> the UK;<br />

Possible compromises to HEI initiatives to support disadvantaged<br />

applicants;<br />

The potential for an undesirable focus on simple grade achievements in a<br />

sector that prided itself on a more rounded assessment <strong>of</strong> applicants’<br />

potential.<br />

However, several lesser reforms would be implemented including an<br />

enhanced on-line application process, defined <strong>of</strong>fer deadlines, revised<br />

terminology and reforms to both the Clearing and Extra processes.<br />

3


12.40 HEA Handbook for External Examiners<br />

The Chair advised that the Higher Education Academy had published a<br />

handbook that provided an excellent source <strong>of</strong> advice and guidance.<br />

http://www.heacademy.ac.uk/assets/documents/externalexamining/handboo<br />

k_for_external_examining_2012.pdf<br />

AGREED that the handbook be commended and disseminated to all<br />

academic staff through School Boards and Faculty Teaching and Learning<br />

Committees and at academic inductions.<br />

12.41 NSS PARTICIPATION 2012 (ADEC/12/09)<br />

Mrs Alleyne reported that the <strong>University</strong> had secured a 67% participation<br />

rate in the 2012 survey, compared to 68% nationally and 58% in 2011.<br />

There had been good representation across all subject groups and the<br />

higher response rate would ensure a more representative sample.<br />

Outcomes would be available in September and would also be published ‘in<br />

context’ on the <strong>University</strong>’s website via the KIS widget.<br />

The Committee thanked the Quality Management and Audit Team, for their<br />

efforts in securing student participation, and Subject and Course Directors<br />

who provided access to large student groups to facilitate completion.<br />

12.42 INSTITUTIONAL RE-APPROVAL: BMC (ADEC/12/10)<br />

Mr Deighan presented a report on the institutional re-approval <strong>of</strong> the Belfast<br />

Metropolitan College (BMC). It was noted that BMC had completed a recent<br />

re-structuring exercise, all senior staff were now in place and an Assistant<br />

Chief Executive and Director <strong>of</strong> Curriculum had been appointed to manage<br />

HE within the College. The College was in the process <strong>of</strong> updating a number<br />

<strong>of</strong> policies and procedures.<br />

The Panel concluded that the review <strong>of</strong> documentation provided by BMC,<br />

together with other <strong>University</strong> monitoring and review processes, provided<br />

broad assurance that the College had effective policies and procedures in<br />

place to meet the <strong>University</strong>’s standards assurance and quality management<br />

requirements.<br />

The Panel had agreed to recommend re-approval, subject to the condition<br />

that the College:<br />

Review its academic appeals and student complaints procedures to<br />

ensure they mirror those <strong>of</strong> the <strong>University</strong>;<br />

Review the guidelines on the treatment <strong>of</strong> extenuating circumstances to<br />

ensure they reflect <strong>Ulster</strong> procedures which were updated in 2010;<br />

Provide a copy <strong>of</strong> the current Disability Action Plan, current Student Equal<br />

Opportunities Policy, and current Safeguarding Children, Young People<br />

and Vulnerable Adults Procedures.<br />

4


The Committee endorsed the recommendation that a Memorandum <strong>of</strong><br />

Recognition be signed for a period <strong>of</strong> five years.<br />

12.43 QAA IQER FOR NI COLLEGES (ADEC/12/17)<br />

Mr Deighan presented a summary report on the outcomes from the<br />

developmental engagement stage <strong>of</strong> the Integrated Quality and<br />

Enhancement Review in the six local FE Colleges.<br />

It was noted that a number <strong>of</strong> areas <strong>of</strong> good practice had been highlighted<br />

for dissemination and a range <strong>of</strong> desirable and advisable recommendations<br />

for action by the Colleges. Only the Southern Regional College had an<br />

essential recommendation, for which the Quality Management and Audit <strong>Unit</strong><br />

(QMAU), in response to a request, had assisted in formulating a response.<br />

The main areas <strong>of</strong> general concern to the QAA Team across the HE in FE<br />

sector were a lack <strong>of</strong> consistency in assessment practices across subject<br />

areas/college campuses, a lack <strong>of</strong> explanation and guidance on how<br />

assignments were assessed, a need to develop mechanisms for providing<br />

students with detailed written feedback, and a need for student handbooks to<br />

meet College guidelines on content and provide students with detailed and<br />

accurate guidance on their programme <strong>of</strong> study.<br />

Partner institutions had developed action plans to take forward the findings<br />

and these would form part <strong>of</strong> the evidence base for the second phase<br />

(Summative Review) <strong>of</strong> the IQER. QMAU together with the Collaborative<br />

Partnerships Forum would continue to provide support for partners during<br />

Phase 2.<br />

SUB-COMMITTEES<br />

12.44 <strong>Academic</strong> <strong>Planning</strong> Sub-Committee (ADEC/12/11)<br />

The Chair presented the <strong>Minutes</strong> <strong>of</strong> the <strong>Academic</strong> <strong>Planning</strong> Sub-Committee<br />

meeting held on 20 April 2012.<br />

a) It was noted that:<br />

The Faculty <strong>of</strong> Art, Design and the Built Environment had explored the<br />

possibility <strong>of</strong> a new title for the proposed MSc Management in<br />

Creative Industries but was now content with the original proposal. It<br />

was noted that the Evaluation Panel might wish to comment on this<br />

issue (Minute 12.30);<br />

Approval <strong>of</strong> the proposed MBA Creative Technologies had been<br />

postponed until the June meeting, pending receipt <strong>of</strong> additional<br />

information and external examiner assessments (Minute 12.31);<br />

The Sub-Committee had not approved a proposal for four full-time<br />

programmes to be <strong>of</strong>fered as slow-track options. The Faculty had<br />

5


agreed to develop a restructured version the AB Environmental<br />

Studies as a blended learning part-time <strong>of</strong>fering (Minute 12.36);<br />

The Faculty had confirmed the location <strong>of</strong> the MSc Pr<strong>of</strong>essional<br />

S<strong>of</strong>tware Development as the Coleraine campus (Minute 12.43).<br />

b) AGREED that subject to fulfilment <strong>of</strong> additional requirements, where<br />

applicable, the following recommendations be endorsed and referred to<br />

Senate for approval:<br />

i) New course proposals to proceed to planning or planning and<br />

evaluation:<br />

<strong>Ulster</strong> Business School (<strong>Minutes</strong> 12.29, 12.30)<br />

AdvDip Money Advice Practice (PT) (Outcentres)<br />

MSc Management in Creative Industries (FT) (JN)<br />

Faculty <strong>of</strong> Life and Health Sciences (Minute 12.35)<br />

BSc Hons Healthcare Science (Cardiac Physiology, Respiratory<br />

Physiology, Sleep Physiology) (FT) (JN)<br />

Faculty <strong>of</strong> Computing and Engineering (Minute 12.43)<br />

MSc Pr<strong>of</strong>essional S<strong>of</strong>tware Development (FT) (CE)<br />

ii) Proposals to amend/extend existing provision (<strong>Minutes</strong> 12.27, 12.32,<br />

12.33, 12.38, 12.41):<br />

to <strong>of</strong>fer the BSc Hons Management Practice at the premises <strong>of</strong> the<br />

Police Rehabilitation and Retraining Trust;<br />

to <strong>of</strong>fer the Cert Management Practice (PT) at Irish Times Training,<br />

Dublin;<br />

to <strong>of</strong>fer the FdSc Business Services Management (FT/PT) at the<br />

Dungannon campus <strong>of</strong> the SWC;<br />

to <strong>of</strong>fer the Access Diploma in Adult Learning - Science Pathway in<br />

part-time mode at the Portadown campus <strong>of</strong> the SRC;<br />

to <strong>of</strong>fer the BA Hons Irish Language and Literature (FT) at the<br />

Belfast and Magee campuses.<br />

iii) Proposals for title changes (<strong>Minutes</strong> 12.39, 12.40)<br />

From: PgDip/MSc Language and Linguistics<br />

To: PgDip/MSc English Language and Linguistics;<br />

From: PgDip/MA Irish History and Society<br />

To: PgDip/MA Irish History and Politics.<br />

12.45 Annual Monitoring Sub-Committee (ADEC/12/12)<br />

Pr<strong>of</strong>essor McHugh presented the <strong>Minutes</strong> <strong>of</strong> the Annual Monitoring Sub-<br />

Committee meetings held on 22 March and 24 April 2012, which provided an<br />

update on progress with a wide range <strong>of</strong> ongoing issues.<br />

6


a) It was noted that concerns had been raised by students about the English<br />

language pr<strong>of</strong>iciency <strong>of</strong> some members <strong>of</strong> staff (Minute 12.10).<br />

b) The Committee endorsed the Sub-Committee’s recommendations and<br />

planned actions relating to:<br />

i. Issues <strong>of</strong> ownership, management and cohort identity with modular<br />

provision - referral to the Campus Co-ordinating Group (<strong>Minutes</strong><br />

12.08 and 12.11);<br />

ii. The need to ensure the quality <strong>of</strong> the student learning experience<br />

when considering study leave requests (Minute 12.12) - reminder to<br />

managers that study leave requests should only be granted when<br />

adequate arrangements had been put in place.<br />

c) Review <strong>of</strong> the Programme Management System Pilot (Minute 12.27)<br />

The Committee noted the support from all Faculties for continuing with<br />

the Programme Management System (PMS) as a permanent<br />

replacement to the previous Annual Subject Monitoring system. The role<br />

<strong>of</strong> Course and Subject Directors, collegiality <strong>of</strong> the course team, effective<br />

Faculty oversight, and the retention <strong>of</strong> evidence that issues had been<br />

addressed, were acknowledged as central to the ongoing and continuing<br />

success <strong>of</strong> the PMS.<br />

Proposed enhancements to the checklist for Faculties and the operation<br />

<strong>of</strong> the Programme Management System were endorsed (Minute 12.27).<br />

AGREED that the Programme Management System be adopted by the<br />

<strong>University</strong> as its quality assurance monitoring mechanism for all<br />

Faculties.<br />

d) Pr<strong>of</strong>essor McHugh thanked the Sub-Committee members and Secretariat<br />

for their ongoing support and, in particular, outgoing members Dr P<br />

Hanna and Dr U McMahon-Beattie for their significant contributions.<br />

12.46 Student Recruitment and Marketing Sub-Committee (ADEC/12/13)<br />

Pr<strong>of</strong>essor Farley presented the <strong>Minutes</strong> <strong>of</strong> the Student Recruitment and<br />

Marketing Sub-Committee meeting held on 16 April 2012.<br />

a) Clearing and UCAS Extra (Minute 12.13)<br />

The Committee noted that arrangements and communications were<br />

being developed to target GB students through the Clearing and Extra<br />

processes for 2012/13 entry.<br />

The Chair advised that Admissions Monitoring Group (24/05/12) would<br />

discuss and agree media messages and prepare statements around this<br />

issue. There would also be discussion about the number <strong>of</strong> programmes<br />

to be made available through Clearing.<br />

7


) Lifelong Learning at <strong>Ulster</strong> (Minute 12.15)<br />

The Committee noted and welcomed the very useful report on<br />

developments at <strong>Ulster</strong>.<br />

c) Schools and Colleges Engagement Strategy (Minute 12.16)<br />

It was noted that the Strategy was owned jointly by the Educational<br />

Partnerships and International Affairs and Teaching and Learning<br />

portfolios, and would provide a framework for integrating and coordinating<br />

collaborative activities.<br />

d) Prospectus Development (Minute 12.20 b)<br />

It was noted that training would be provided for Faculty staff to access<br />

and populate the new system and that discussions would take place<br />

regarding the transition <strong>of</strong> responsibility from Employability and Marketing<br />

to Student Administration.<br />

e) Admissions Policy (Minute 12.23)<br />

The Sub-Committee’s comment regarding the management <strong>of</strong><br />

operational queries regarding admissions and qualifications was noted,<br />

but the ADEC meeting was deemed to be an inappropriate forum to<br />

discuss operational issues.<br />

12.47 ENHANCING THE CLASS REPRESENTATION SYSTEM (ADEC/12/14)<br />

Mr Robb presented a report from the Students’ Union that detailed the<br />

availability <strong>of</strong> training for class representatives and highlighted the greater<br />

level <strong>of</strong> engagement by those students that had undertaken the training.<br />

In 2011, the Schools <strong>of</strong> Art and Design and Computing and Information<br />

Engineering organised joint training sessions that provided an opportunity for<br />

staff and students to meet in an informal setting and discuss the work <strong>of</strong><br />

Staff Student Consultative Committees. These were reported as having<br />

been the most useful aspect <strong>of</strong> the training and the Student’s Union wished<br />

to roll out these joint sessions across all Schools/Faculties.<br />

AGREED that:<br />

a) Suitable dates (normally during weeks 4 and 5 <strong>of</strong> Semester 1) for joint<br />

staff/class representatives training sessions to be identified by Heads <strong>of</strong><br />

School, collated at the Faculty level, and submitted to Ms A Honan as a<br />

single return by the end <strong>of</strong> week 2 in Semester 1;<br />

b) Ms Honan be asked to re-assess the model for determining the number<br />

<strong>of</strong> Class Representatives required, as this seemed inaccurate in places,<br />

and advised that course numbers could be obtained from staff in<br />

Information Development.<br />

8


12.48 STUDY SKILLS SUPPORT (ADEC/12/15)<br />

Ms Alexander presented an update report from the Implementation Working<br />

Group and advised that the main progress to date had been related to<br />

technical compliance.<br />

The website had been built using the same wiki technology as the VLE<br />

upgrade and staff could be granted access during the development phase by<br />

email request to elearning@ulster.ac.uk. Due to overlaps in the broad<br />

categories <strong>of</strong> skills the Group decided to use tagging to assign keywords to<br />

content, as this provided a more flexible and student friendly resource.<br />

Work was ongoing to finalise the visual identity and the Group was<br />

considering a suggestion that ‘Study+’ would replace ‘Study Skills’. A range<br />

<strong>of</strong> training and awareness activities had been planned, with the focus in the<br />

first instance being on embedding use <strong>of</strong> the resources in induction.<br />

The Group planned to have the resource available for use in the next<br />

academic year and to establish an editorial and review process in 2012/13 to<br />

ensure ongoing currency and expansion <strong>of</strong> the resource.<br />

The Committee commended the Group, and in particular Mr Andy Jaffrey, on<br />

both the volume and high quality <strong>of</strong> the work to date.<br />

12.49 CODE OF PRACTICE FOR ADVISERS OF STUDIES (ADEC/12/16)<br />

The Chair presented proposed guidance on the implementation <strong>of</strong> the Code<br />

<strong>of</strong> Practice for Advisers <strong>of</strong> Studies, which had been developed at the request<br />

<strong>of</strong> Senate (November 2011) in response to a recommendation in the KPMG<br />

internal audit report on Monitoring/Managing Student Retention. The<br />

guidance had been endorsed by the Retention Implementation Working<br />

Group (16/03/12).<br />

It was noted that:<br />

Although the document was for guidance on implementing the Code <strong>of</strong><br />

Practice, and Faculties/Schools would retain flexibility in implementation, it<br />

also detailed a number <strong>of</strong> minimum requirements and essential activities;<br />

The enhanced and more structured processes would need to be<br />

implemented by the next academic year;<br />

The minimum frequency <strong>of</strong> meetings should be four/five timetabled slots<br />

in 1st year, some <strong>of</strong> which could be conducted in a group environment;<br />

At least one individual meeting in Semester 1 would include a discussion<br />

about interpreting and using feedback, to which students would bring at<br />

least one assessment with feedback;<br />

Template Agendas provided indicative areas for discussion and students<br />

and staff could modify these as required;<br />

Appendix 1 detailed information for students to be provided in Course<br />

Handbooks.<br />

9


The on-line course area <strong>of</strong> Blackboard Learn should be used as a common<br />

resource to reduce the administrative burden.<br />

AGREED that the guidance be endorsed for Faculties to disseminate and<br />

operationalise with effect from the 2012/13 academic session.<br />

12.50 QAA AUDIT 2010 (ADEC/12/18)<br />

Mrs Alleyne presented a report providing a summary and evaluation <strong>of</strong> the<br />

actions taken by central departments and Faculties in response to the QAA<br />

recommendations and suggestions for enhancement.<br />

It was noted that the additional actions agreed at the May 2011 meeting had<br />

been completed and that no further actions had been recommended, with<br />

the exception <strong>of</strong> the provision <strong>of</strong> course information, where implementation<br />

<strong>of</strong> the agreed course handbook template had still to be finalised<br />

(Recommendation 2).<br />

Additionally, it was noted that the <strong>University</strong> was not 100% compliant in the<br />

availability <strong>of</strong> accurate and up-to-date programme specifications.<br />

AGREED that Faculties pursue outstanding programme specifications and<br />

ensure all are up-to-date and uploaded to the database before the end <strong>of</strong><br />

June 2012.<br />

12.51 ACCESS TO ON-LINE RESOURCES FOR AFFILIATED STAFF<br />

(ADEC/12/19)<br />

Mrs Paris presented a proposed protocol for the provision <strong>of</strong> access to online<br />

resources to affiliated staff teaching associate students in partner<br />

institutions.<br />

It was noted that access was granted for an affiliated member <strong>of</strong> staff’s<br />

individual study and research and was not to be shared with other individuals<br />

or groups.<br />

Approval would be granted on an annual basis and re-application required at<br />

each year end. The Partnership Forum would monitor (re)applications and<br />

Subject Partnership Managers would apply on-line for Affiliated Staff status,<br />

which would then be confirmed by the appropriate Faculty RAD authoriser.<br />

AGREED that:<br />

a) A clause be inserted within the guidelines that College access could be<br />

withdrawn where several instances <strong>of</strong> individual staff misuse were<br />

identified;<br />

b) The start date for annual access be (re)set at June;<br />

c) The revised guidelines, procedures and (re)application templates be<br />

10


implemented for the 2012/13 academic year.<br />

12.52 HEFCE AUDIT OF HESA 2009/10 AND HESES 2010 (ADEC/12/20)<br />

Mr Mulvenna presented a summary report on the recommendations from the<br />

audit report and the <strong>University</strong>’s response in the form <strong>of</strong> an action plan.<br />

It was noted that the audit had focused on systems in place in the <strong>University</strong><br />

for managing Statutory Returns and their accuracy. HEFCE had accepted<br />

the <strong>University</strong>’s action plan and had written to formally close the audit.<br />

One <strong>of</strong> the high grade recommendations made by HEFCE related to the<br />

retention <strong>of</strong> an audit trail for all records on the SRS and, in particular, the<br />

availability <strong>of</strong> data to verify student completion status.<br />

AGREED that the PVC (Teaching and Learning) review the <strong>University</strong>’s<br />

policies in relation to the retention <strong>of</strong> invigilation, assessment and module<br />

deferral documentation and notify Faculties <strong>of</strong> any additional procedures<br />

required to comply with the HEFCE recommendation.<br />

12.53 SUPPORT FOR STAFF UNDERTAKING THE PGCHEP (ADEC/12/21)<br />

Dr Hazlett presented a report on staff participation with the PgCHEP and<br />

advised that recruitment had reduced over the last couple <strong>of</strong> years and the<br />

number <strong>of</strong> EC1s and failures had increased. Research showed that the<br />

main reasons quoted were related to workload pressures.<br />

The Course Team had attempted to address the issues through reviewing<br />

the curriculum design and by being flexible, within the constraints <strong>of</strong><br />

<strong>University</strong> regulations, to staff needs. Plans to <strong>of</strong>fer the first module in block<br />

format with minimum contact during teaching time would be explored for<br />

2012/13.<br />

It was noted that the proposed model for engagement was based on a set<br />

amount <strong>of</strong> hours <strong>of</strong> protected time per week but that this was not suitable for<br />

application at <strong>Ulster</strong> as academic staff did not have set hours <strong>of</strong> work.<br />

Members reiterated their support for the scheme and suggested that the<br />

issue might be one <strong>of</strong> communication, i.e. that new/probationary staff could<br />

be unaware that their workload had been adjusted to facilitate participation.<br />

AGREED that positive messages regarding the importance <strong>of</strong> completing the<br />

PgCHEP and information on the workload concessions granted to support<br />

participation should be delivered through probationary discussions and/or<br />

DARs.<br />

12.54 ACADEMIC PLAN 2012/13 - 2016/17 (ADEC/12/22)<br />

The Chair presented the <strong>Academic</strong> Plan numbers for the five-year period<br />

2012/13 to 2016/17 and advised that the Plan had been endorsed by Senate<br />

11


(25/04/12) and Resources Committee <strong>of</strong> Council (02/04/12).<br />

It was noted that:<br />

The five-year rolling plan, which would be updated at least annually,<br />

provided disaggregated information on QABS, GB and International<br />

student numbers;<br />

The <strong>University</strong>’s MaSN had been fully allocated, with only a margin <strong>of</strong> 130<br />

retained, leaving no room for overshoots;<br />

The Plan included steady growth for all Faculties with the exception <strong>of</strong><br />

Social Sciences, which, in the main, reflected the transfer <strong>of</strong> Economics to<br />

the UBS;<br />

Given the potential for severe financial penalties for MaSN overshoots,<br />

the Admissions Monitoring Group would be keeping a close watch on<br />

<strong>of</strong>fers and conversion numbers over the next few months.<br />

Mr Mulvenna advised that the INCA system would be closed at the end <strong>of</strong><br />

the week and, thereafter, the information input by Faculties would be used to<br />

determine 2012/13 and subsequent Faculty Financial Statements and<br />

resourcing decisions.<br />

12.55 TERMS OF REFERENCE AND MEMBERSHIP (ADEC/12/23)<br />

The Committee reviewed the Terms <strong>of</strong> Reference and Membership for the<br />

2012/13 academic year and agreed that no changes to the Terms <strong>of</strong><br />

Reference were required.<br />

The Chair thanked outgoing student representative Mr Niall Robb for his<br />

significant contribution to the work <strong>of</strong> the Committee during the year.<br />

AGREED that Pr<strong>of</strong>essor G McMullan be added to the membership as the<br />

Faculty representative for Life and Health Sciences and Mrs M Paris, Chair<br />

<strong>of</strong> the Collaborative Partnerships Forum, be added as a co-opted member.<br />

12.56 INFORMATION PAPER<br />

The Committee received the following information paper:<br />

ADECIP/12/05 Elite Athlete Entry Scheme<br />

Duration 3 hours 30 minutes<br />

Approved: _________________________ Date: _____________<br />

Pr<strong>of</strong>essor D McAlister (Chair)<br />

12


UNIVERSITY OF ULSTER<br />

ACADEMIC DEVELOPMENT AND ENHANCEMENT COMMITTEE<br />

8 May 2012<br />

ACTION SHEET - UNRESERVED MINUTES<br />

Minute Action Action By<br />

12.28 New Coleraine Teaching Block<br />

a) Advise Physical Resources Department <strong>of</strong> the names<br />

<strong>of</strong> two nominees from each Faculty to join a campusbased<br />

group to develop the plan;<br />

b) Liaise with Mr Noel Wilson, ICT Customer Services,<br />

regarding the IT elements <strong>of</strong> the plan.<br />

12.36 QAA Quality Code Chapter B3: Learning and Teaching<br />

Encourage Teaching and Learning Co-ordinators to<br />

attend the NI event on 8 June at Belfast Metropolitan<br />

College, Titanic Quarter Campus.<br />

12.40 HEA Handbook for External Examiners<br />

Commend and disseminate the handbook to all academic<br />

staff through School Boards and Faculty Teaching and<br />

Learning Committees and at academic inductions.<br />

http://www.heacademy.ac.uk/assets/documents/externale<br />

xamining/handbook_for_external_examining_2012.pdf<br />

12.44b <strong>Academic</strong> <strong>Planning</strong> Sub-Committee<br />

Refer the Course <strong>Planning</strong> recommendations to Senate<br />

for approval.<br />

12.45c Review <strong>of</strong> the Programme Management System Pilot<br />

Adopt the Programme Management System as the<br />

<strong>University</strong>’s quality assurance monitoring mechanism for<br />

all Faculties.<br />

12.47 Enhancing the Class Representation System<br />

a) Identify suitable dates (normally during weeks 4 and 5<br />

<strong>of</strong> Semester 1) for joint staff/class representatives<br />

training sessions, collate at the Faculty level, and<br />

submit to Ms A Honan as a single return by the end <strong>of</strong><br />

week 2 in Semester 1;<br />

b) Re-assess the model for determining the number <strong>of</strong><br />

Class Representatives required and liaise with<br />

Information Development regarding course numbers.<br />

Deans with<br />

provision at CE<br />

Mr M Fitzpatrick<br />

Deans<br />

Deans/Staff<br />

Development<br />

Secretariat<br />

QMAU/Deans<br />

Deans/Heads <strong>of</strong><br />

School<br />

Ms A Honan/<br />

Mr P Mulvenna<br />

13


12.49 Code <strong>of</strong> Practice for Advisers <strong>of</strong> Studies<br />

Disseminate and operationalise the endorsed guidance<br />

with effect from the 2012/13 academic session.<br />

12.50 QAA Audit 2010<br />

Pursue outstanding programme specifications and<br />

ensure all are up-to-date and uploaded to the database<br />

before the end <strong>of</strong> June 2012.<br />

12.51 Access to On-line Resources for Affiliated Staff<br />

a) Insert a clause within the guidelines that College<br />

access could be withdrawn where several instances <strong>of</strong><br />

individual staff misuse were identified; and<br />

b) set the start date for annual access as June;<br />

c) Implement the revised guidelines, procedures and<br />

(re)application templates for the 2012/13 academic<br />

year.<br />

12.52 HEFCE Audit <strong>of</strong> HESA 2009/10 and HESES 2010<br />

Review the <strong>University</strong>’s policies in relation to the retention<br />

<strong>of</strong> invigilation, assessment and module deferral<br />

documentation and notify Faculties <strong>of</strong> any additional<br />

procedures required to comply with the HEFCE<br />

recommendation.<br />

12.53 Support for Staff Undertaking the PgCHEP<br />

Deliver positive messages regarding the importance <strong>of</strong><br />

completing the PgCHEP and information on the workload<br />

concessions granted to support participation through<br />

probationary discussions and/or DARs.<br />

12.55 Terms <strong>of</strong> Reference and Membership<br />

Update the membership to add Pr<strong>of</strong>essor G McMullan as<br />

the Faculty representative for Life and Health Sciences,<br />

and Mrs M Paris, Chair <strong>of</strong> the Collaborative Partnerships<br />

Forum, as a co-opted member.<br />

Deans<br />

Deans<br />

Collaborative<br />

Partnerships<br />

Forum/QMAU<br />

Subject<br />

Partnership<br />

Mangers/QMAU<br />

PVC (Teaching &<br />

Learning)<br />

Deans/Heads <strong>of</strong><br />

School<br />

Secretariat<br />

14

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