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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
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:


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
  • 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. 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?


  • 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 

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
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
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!