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Programme Directors Induction. Tuesday 11 th September 2012. What You N eed to Know. What is the role? Must do’s ...and what to avoid Quality & Admin requirements Leading a team! Key Contacts The Student Experience. Strategic Plan 2011-2015. We will:

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Programme Directors Induction

Tuesday 11th September 2012

What you n eed to know

What You Need to Know

What is the role?

Must do’s ...and what to avoid

Quality & Admin requirements

Leading a team!

Key Contacts

The Student Experience

Strategic plan 2011 2015
Strategic Plan 2011-2015

We will:

  • gain more than 25 places in the University League Tables over the next five years

  • achieve an improvement in the National Student Survey and exceed the national average in the following categories:

    • Learning Resources

    • Organisation and Management

    • USS / NSS

    • Change programme

Nss uss areas for action
NSS & USS - Areas for Action

  • Range and balance of approaches to teaching

  • Programme/course organisation, and organisation of university processes/services

  • Advice and support with studies

  • Timing of assessment; promptness & quality of assignment feedback

  • Communication of actions taken based on student feedback

  • Communication re.: changes to timetable, rooms, teaching, etc.

  • Availability/maintenance of computers

  • Availability of books (esp. core and recommended texts)

  • Placement organisation and communication

Preparing for the surveys
Preparing for the Surveys

  • ‘What have you done about students’ feedback?’

    • Need to demonstrate that we have acted on students feedback and communicate this to students (and wider - showcase)

  • ‘Why should I do the survey?’

    • Inform students as to the purpose of different surveys and benefits to student (including incentives)

  • ‘When can I do the survey?’

    • Know the ‘live’ dates of the NSS and USS – around Jan to March (TBC)

  • ‘How do I complete the survey?’

    • Show students how surveys are accessed

    • Make sure students understand the questions and know how to respond appropriately

Student Survey Unit[email protected]@[email protected]

Programme management resources
Programme Management Resources

  • Online

  • Quality & Standards

  • Personal & Team


  • Networks

  • Each Other

Programme directors leaders induction

Programme Directors/Leaders Induction

Nicky Leatherbarrow

Faculty of Social & Applied Sciences/

Business School

What have i enjoyed
What have I enjoyed?

  • All the students – Good and Bad!!!

  • Constant student contact.

  • Ensuring the student experience is outstanding!

  • Developing the curriculum.

  • New programmes/modifications

  • Developing relationships with PDs in other Faculties.

  • Graduation!

What are the challenges
What are the challenges?

  • Responsibility v. Authority

  • Crazy deadlines!

Things to be aware of
Things to be aware of!

  • Being organised is the key!

  • Consider developing a spreadsheet of key dates.

  • Delegate some of the responsibility (lot of admin!)

    • Your Administrators (if you have them) will be your lifeline!

  • Busiest times are exam periods; re-sit periods and Induction.

  • Focus on a good induction for your students and consider 2nd and 3rd year inductions too.

Things to be aware of1
Things to be aware of!

  • Programme Team Meetings

  • Staff/Student Liaison Meetings

  • Concessions/extenuating circumstances.

  • Change of Academic Circumstances


  • Plagiarism / Turnitin

  • Programme Conventions/UAF and PAF.

  • Validation documentation/Minor Mods.

  • Keep in close contact with your FDQ

    • Keep up to date with Policies and Procedures.

Things to be aware of there s more
Things to be aware of!(there’s more!)

  • Use the PD on-line resources.

  • You may not feel in complete control until you been through one annual academic cycle!

  • Think about finding a mentor.

  • Manage the relationship with your External Examiner.

    • Start looking for new externals in good time.

  • Know the re-validation timetable.

  • And finally
    And Finally…..

    Have Fun and Don’t Panic!

    Help is always at hand!


    Student Administration

    Lorri Currie - Academic Registrar

    Julie Samarasinghe – UKBA Compliance Manager

    Issues to be covered

    • Registration

    • Student Records and Exams

    • Timeline for exam boards and Graduation

    • Student status

    • Programme/module curriculum set up

    • Change of Academic Circumstances (CoAC) form

    • Data checks and data quality

    • Timetabling & Rooming

    • Information & data sources

    • UKBA and Tier 4


    • Students joining the University have been required to undertake pre-registration via an online portal

    • To engage with the pre-registration portal, students will need to have a UF code on the admissions-side of QL

    • The admissions agent for a programme will be responsible for informing students what they need to do to register

    • Confirm personal and study details, activate their computing account and upload a digital photograph for their smartcard

    • Streamlined face-to-face registration event with Registry

    Student Records and Exams

    • 3 Registry records & examinations teams (Health &SC, Education & ABS)

    • All records issues, registration events, examinations and assessment processes, transcripts & certification

    • Consult in advance about the dates of activities where you need Registry support (ideally 4 weeks in advance)

    • Build closer links and offer support – meetings with Programme Directors/Administrators

    • Generic email for teams:

      [email protected]

      [email protected]

      [email protected]

    Timeline for exam boards and Graduation

    • Dates for 2012/13 academic year

    Student status:

    • QL flag system to record registration clearances for: CRB, occupational health and qualifications,

    • Area of Study (AOS) code records student status i.e. PRS, ENR, plus indicates outstanding issues as student ID (I) and finance (F) i.e. ENRF, ENRI

    • Flag system for registration clearances set up as default for certain programmes (health & education – CRB, OHC)

    • For permissions to the flags and training on the reporting tool, contact [email protected]

    • Incomplete registration will affect progression and completion, access to student finance support, university facilities

    Programme/Module Curriculum set-up

    • Programmes have expected durations and maximum durations

    • The expected duration for a programme is the time frame within which period it is anticipated that students will complete

    • The maximum duration for a programme is the time frame within which completion must take place so that the student is not regarded as being out of time

    • Only in very exceptional circumstances can a student's study on a programme be extended beyond the maximum duration (apply to Academic Registrar)

    • Student interruption, should not be granted for more than two consecutive years, nor interrupt for a period of time that makes it impossible for them to complete the programme within the maximum permissible time frame

    Change of Academic Circumstances form

    • Registry must be notified of changes in a student’s academic circumstances (mode of study, programme/module change, interruption, etc)

    • Crucial – financial implications considerable for withdrawals /interruptions

    • Form can be “signed” electronically, forwarded from a tutor’s internal email account

    • available at

    Data checks and data quality

    • Encourage your engagement with the University data check process; 3 per year

    • If you have more than one intake per year onto a programme, it is important that these are reflected in the sessions for a programme so that the qual aim start and end dates are accurate. [email protected] will assist

    • If a student is not actively studying in an academic year, they may need to be set to a dormant code so that the University doesn’t report them to HEFCE/HESA.

    Timetabling rooming
    Timetabling & Rooming

    • Requests for teaching rooms submitted by nominated user

    • Deadline for teaching requests: 26/04/13

    • Quality check

    • Michaelmas Timetable published July (Lent & Trinity in November)

    • No Room Available (NRA) – departments contacted for resolution

    • Request-based system (demand always > supply)

    • Flexibility, communication and timeliness are key

    • Future Changes... Individual Student Timetables from Sept 2013

    • Non-teaching space can be requested online

    Information and data sources

    • Programme management web pages

    • Policies & Procedures for Examinations (PPEs) – QSO web pages

    • Registry web pages

    • Visit the team!

    • Any questions?

    UK BORDER AGENCY - PBVS and Tier 4

    • The UK adopted a new Points Based Visa System (PBVS) with full effect from 22 February 2010

    • Tier 4 of the PBVS applies to students. Majority of non-EEA students at the University will require Tier 4 visas

    • The University is required to stringently control the activity of students who require visas and to report to the UKBA on changes in a student’s circumstances, including absence !!!!

    • Non-compliance could lose us our sponsorship licence

    • Guidance is embedded in the University’s attendance policy and cause for care and concern procedure, available on SSG’s web pages


    UKBA, PBVS and Tier 4

    • Tier 4 students:

      • Cannot study part-time

      • Cannot breach the terms of their visa or study without a valid visa

      • Have an attendance requirement; cannot miss more than 10 consecutive expected student learning contacts

      • May need to apply for visa renewal or extension if they require an extension to their studies

      • Must be notified to the UKBA if they complete early or interrupt.

    UKBA, PBVS and Tier 4

    • Programme Directors need to:

      • Make students aware of the definition of a student learning contact for their programme and how they notify the University of an absence

      • Monitor attendance and use the Cause for Care and Concern procedure

      • Encourage students to seek advice and support from the International Student Adviser in SSG

      • Seek advice from the UKBA Compliance Office in Registry

      • Be aware which students require visas and ensure tutors are aware

      • Be aware that visa extensions /renewal requests can be refused

    Programme Directors should ensure all staff are aware:

    * Tier 4 students have time limits on their study in the UK

    * Tier 4 students must show academic progression

    * Tier 4 students are limited on how many re- sits/repeats they can have.

    Ukba pbvs and tier 4
    UKBA, PBVS and Tier 4

    • UKBA can audit at any time

    • Visits from UKBA can be announced or unannounced.

    • UKBA will check that Tier 4 students are in class and attending regularly during the audit.

    • They will expect tutors to know who are Tier 4 and they will want to see registers

    • We are expecting an audit any day now !!!!

    Engaging students student reps your role as programme leaders
    Engaging Students: Student RepsYour role as programme leaders

    Ellie Martin

    SU Representation & Advice Casework Co-ordinator 

    Nss uss and you dr gill perkins student survey unit
    NSS, USS and YouDr Gill PerkinsStudent Survey Unit

    Purpose of this session
    Purpose of this session

    • Background to the NSS and the USS

    • 2011 student survey results and actions

    • 2012 Survey delivery

    Cross university student surveys
    Cross-University Student Surveys

    • National Student Survey (NSS)

    • Commissioned by HEFCE since 2005, delivered by Ipsos Mori

    • Final year undergraduates

    • Live for ~8 weeks from January

    • SSU reports on results in August

    • University Student Survey (USS)

    • Internal survey delivered by the SSU

    • All non-final year undergraduates + postgraduate taught

    • Live for 5 weeks around Feb-March

    • SSU analyses data and reports on results in June/July


    Assess students’ perceptions of their academic experience:

    Nss and uss questionnaire
    NSS (and USS) questionnaire

    • 6 ‘core’ categories (21 questions) + ‘overall satisfaction’

    • 6 NHS Practice Placement questions

    • 12 optional ‘banks’ of questions - CCCU chose 5 banks (18 qs)

    • Scoring and results:

      • Definitely agree (5)  Definitely disagree (1) (plus ‘not applicable’)

      • Mean scores and % satisfied

    • Qualitative question: ‘Looking back on your experience, are there any particularly positive / negative aspects you would like to highlight?’

    Nss results in the public domain
    NSS results in the public domain

    • Overall satisfaction (OS) only statistic in public domain from 2011

    • Sector adjusted benchmarks for OS

    • Key Information Sets (KIS) will pull other data (2012)

    Strategic plan 2011 20151
    Strategic Plan 2011-2015

    We will:

    • gain more than 25 places in the University League Tables over the next five years

    • achieve an improvement in the National Student Survey and exceed the national average in the following categories:

      • Learning resources

      • Organisation and management

    Nss results by year core categories
    NSS Results by Year: ‘Core’ categories

    Nss results by year bank categories
    NSS Results by Year:‘Bank’ categories

    How do i complete the survey nss
    How do I complete the survey?’NSS

    • Access to the survey is via the NSS website

    • Eligible students are contacted by Ipsos Mori

    How do i complete the survey uss
    ‘How do I complete the survey?’USS

    • Access is via a webnote in StudentNet

    • Eligible students will receive an email (CCCU account) with a hyperlink to StudentNet

    • CCCU log-in to StudenNet, click on the webnote hyperlink to the survey

    • Hard-to-reach will receive postal questionnaires

    How do i complete the survey responding to questions
    ‘How do I complete the survey?’Responding to questions

    EXAMPLE 1: Work Placements

    A final word
    A final word...

    • NSS (and USS) is a University-wide responsibility

    • Staff engagement is paramount

    • Consideration of NSS must be embedded in annual departmental review

    • Consideration of the student voice in quality management must be given in the departmental evaluative profile (within the DPR)

    • Ongoing communication with students at department and institutional levels is key

    • We welcome your feedback!