Code of practice for published information for collaborative provision Academic year 2015/16
Contents Contents... 1 Introduction... 1 Scope... 1 Published information general principles... 2 Publicity/promotional material... 2 Use of and specifications for use of the University of Surrey corporate identity... 3 Procedures for the approval and monitoring of published information... 3 Approval... 3 Monitoring... 4 Information provided to collaborative partners... 4 Information provided to current students... 4 Information about academic complaints and appeals... 5 Information provided to students upon completion of their studies... 5 Appendix 1 University of Surrey recommended text... 6 Appendix 2 Compliance (publicity materials) proforma... 7 Appendix 3 Published information checklist... 8 Appendix 4 Approval process flowchart... 11 Appendix 5 Published information feedback memorandum... 12
Introduction 1. This Code of practice draws upon and is consonant with Indicator 18 of Chapter B10 of the QAA UK Quality Code for Higher Education; Managing higher education provision with others, which requires that degree-awarding bodies ensure that they have effective control over the accuracy of all public information, publicity and promotional activity relating to learning opportunities delivered with others which lead to their awards. In addition, in line with the Expectation set in Part C of the QAA Quality Code, it is crucial for the University to ensure that its collaborative partners produce information for prospective and current students that is fit for purpose, accessible and trustworthy. 2. The University has developed this Code of practice to provide clarity over the specific measures taken by the University in satisfying itself that control is exercised consistently and fairly over the information it publishes in relation to its collaborative provision and that collaborative partners are acting in accordance with University requirements. 3. The procedures illustrated in the following sections also serve to ensure that: Scope the consistency of marketing and publicity materials using the University s name is maintained; the message communicated is clear and consistent; the University s corporate image is maintained; marketing and publicity materials do not compromise but enhance the image of the University; messages are complementary and not contradictory. 4. In the context of Chapter B10 of the QAA Quality Code, published information refers to: publicity and promotional activity; information provided to delivery organisations and support providers; information provided to current students; information about academic complaints and appeals; information to students upon completion of their studies. 5. As such, in the context of this Code, the term published information refers to: publicity/promotional material (hard copy and electronic); prospectuses; programme specifications; module descriptors; programme handbooks; certificates, transcripts and the Higher Education Achievement Report (HEAR). 6. The Code of practice shall apply to all forms of publicity material and certification in respect of any collaborative activity that impacts on the University s degree-awarding function (for example, validated provision and dual awards) and to all other documentation produced for external use where reference to a collaborative partner s relationship with the University could or should be made. It covers: 1
the use of the name of the University of Surrey; the use of and specifications for the University of Surrey corporate identity; descriptions of and relationships with the University of Surrey; procedures for the approval of published text. The Code of practice may be supplemented by an annex applicable to a specific institution or institutions, as the University deems appropriate. Published information general principles 7. The University reserves the right to require changes to marketing materials, programme or other documentation, or request the removal of items from websites that contain inaccuracies about the collaborating partner s relationship with the University. In such cases, the University shall endeavour to provide the collaborating partner with ten working days notice in this respect. 8. It is the collaborative partner s responsibility to ensure that all publicity materials accurately represent the nature of the relationship with the University and are a fair and reasonable description of the University and of the approved provision, in accordance with this Code of practice 9. All references to the University and its relationship to the collaborating partners must be used only in the context of the activities as set out in the formal written agreement. Unless otherwise specified in the agreement, the University will not permit its name or logo to be used to imply a general endorsement or similar of another party over and above the specific activity stated in the agreement. 10. For UK partners recruiting overseas students, any use of the University s name or logo must not imply any responsibility on the University s part for achievement of the obligations imposed by UK Visas and Immigration in respect of the admission of overseas students. These obligations rest with each collaborating partner, and not with the University, in respect of possessing the Agency Tier 4 sponsor license, in addition to making correspondence on behalf of overseas students in respect of study in the UK. Publicity/promotional material 11. This procedure covers the production and amendment of all publicity and promotional materials including: prospectus (online and/or hard copy); programme leaflets/brochures; posters; any other promotional material. 12. The statement given in Appendix 1 must be printed when referring in any published statement to the relationship with the University of Surrey or to any programme(s), which leads to an award of the University. If a collaborative partner wishes to deviate from or add to the statement, permission must be sought from the University who will require to see the alternative proposals in draft before approval and publication. 2
Use of and specifications for use of the University of Surrey corporate identity 13. Within the context of this Code of practice, the term corporate identity will refer to the use of the University of Surrey s logos and trademarks whether registered or unregistered. 14. The University of Surrey corporate identity may be used by a collaborative partner in the following circumstances: on/in all publicity materials concerning programmes leading to awards of the University of Surrey, whether these are produced in hard copy format or made accessible through the institution s web-site, for example, the institution s prospectuses; programme brochures; annual reports; display boards; social media websites managed by collaborative partners, advertising websites used by a collaborative partner to advertise its services, and recognised and reputable programme listing websites; on institutional signage; on transcripts/hear of a student s academic career and achievement at the institution. 15. In each case, the University s corporate identity must be used in association with the name and/or corporate identity of the collaborative partner itself. Neither the University of Surrey s corporate identity nor its coat of arms may be used on their own. 16. Rules governing the reproduction of the corporate identity (font, size, colour, etc.) are set out in the University s Brand Guidelines. These rules must be adhered to whenever the corporate identity is used. Any proposed use of any element of the corporate identity must be sent to the Creative Design Team for approval prior to publication and usage. 17. No other use of the University of Surrey corporate identity may be made by a collaborative partner without the prior written permission of the Creative Design Team within the Department of Marketing and Communications. Procedures for the approval and monitoring of published information Approval 18. All publicity and promotional material must be approved by the University prior to printing and publication. Therefore, collaborative partners are requested to submit all materials in electronic form every July to the Directorate of Quality Enhancement and Standards. Collaborative partners are also required to complete and submit the Compliance (publicity materials) proforma at Appendix 2 with the published material. 19. The Directorate of Quality Enhancement and Standards and the Creative Design Team within the Department of Marketing and Communications will ensure the accuracy, completeness, reliability and appropriate branding of information produced by collaborative partners, prior to and following publication of material for external or internal purposes. This will be achieved by undertaking a review of the documentation against the criteria set in Chapter B10 of the QAA Quality Code (Indicator 18) and Part C (Indicators 3 and 4) in respect of the types of information which should be made available to prospective students, current students and graduating students. Appendix 3 of this Code contains a Published information checklist, which details the type of information which is expected to be published, and indicates where this information will normally be published. This checklist will also provide collaborative partners with guidance on the production of information. 3
20. Collaborative partners must allow the University a period of ten working days in which to approve the material. The process for the approval of publicity and promotional material is given in a flow chart in Appendix 2. 21. Following review, a feedback memorandum (see Appendix 5 ) will be issued to the collaborative partner, indicating whether the material is approved for publication or whether amendments are required. 22. If any published material is found to be inaccurate or misleading and has not received approval from the University, the collaborative partner will be required to recall and reprint all such material as a matter of urgency (at their cost) and to confirm to the University once undertaken. 23. The Directorate of Quality Enhancement and Standards will retain a portfolio of all marketing and other materials. Monitoring 24. Indicator 18 of the QAA Quality Code stipulates that degree awarding bodies must monitor regularly all sources of information produced by other organisations (including websites and prospectuses) for prospective students and/or for students and staff involved in the arrangements in order to ensure that they remain fit for purpose, accessible and trustworthy. 25. In order to meet this indicator, the University undertakes regular monitoring of the collaborative partner s websites throughout the academic year to ensure accuracy and appropriateness, and fitness for purpose. 26. If the monitoring process identifies any omissions or errors in the published information, the collaborative partner will be required to rectify the errors with immediate effect. 27. The outcomes of the monitoring process of published information will be submitted to the University Learning and Teaching Committee and fed back to the collaborative partners for their own monitoring and evaluation purposes. Information provided to collaborative partners 28. Chapter B10 of the QAA Quality Code, Indicator 18 indicates that awarding bodies must ensure that delivery organisations or support providers are provided with all relevant information necessary for the effective delivery of the learning or support. 29. In order to support the effective delivery of the programmes in line with the University s practices, collaborative partners are provided with documentation appropriate to the nature of the collaboration. Information provided to current students 30. All students who are on dual degrees, on placements, or taking modules outside the University are provided with information about their studies and clear statements about their rights and responsibilities as students in the handbooks (which are provided to them). The handbooks also detail such areas as entitlements, complaints and appeals procedures, supervision arrangements, legal, health and safety issues, and responsibilities of both the University and placement provider. Information is also provided in pre-placement/de-briefing meetings with the relevant teaching staff. 4
Information about academic complaints and appeals 31. The University clearly outlines the responsibilities and routes available for students under collaborative agreements to make complaints and appeals. The collaborative partner provides students with appropriate information during the induction period and information is contained within the student/programme handbook(s). 32. The educational contract for the delivery/ receipt of educational provision should be between the collaborative partner and its registered students as specified in the Memorandum of Agreement. Therefore, each collaborative partner should have a complaints and grievance procedure for dealing with issues regarding staffing, resources and other matters surrounding the delivery of a programme leading to an award of the University of Surrey. The University is not the appellate body for an individual who pursues a personal grievance or complaint within a collaborative partner. The ultimate recourse for such complaints beyond the procedures of the collaborative partner should be arbitration. Information provided to students upon completion of their studies 33. In line with the requirements detailed in the QAA Quality Code Chapter B10, Indicator 19, upon successful completion of their studies, students are provided with an award certificate by the University (with the name and location of the collaborative partner, the award and classification). It is the responsibility of the University to safeguard the physical security of templates and ensure accurate information is contained on the certificates. 34. The collaborative partner issues a transcript, which stipulates the validating University, award title and classification, modules, credits, level and results. 5
Appendix 1 University of Surrey recommended text The University of Surrey has been named University of the Year by The Times and Sunday Times Good University Guide 2016 and risen to eighth place in the overall rankings. The University s outstanding performance in this year s National Student Survey (NSS) combined with excellent graduate prospects, high entry standards and an increase in applications and enrolments, have helped secure the prestigious accolade of University of the Year, both overall and for Student Experience. This follows Surrey being ranked fourth place in The Guardian University Guide 2016 and eighth in the Complete University Guide 2016. The University won Best University for University Facilities at the WhatUni Student Choice Awards 2015. Surrey is known for world-class research in the key areas of electronics, communications, physics, health, medicine and space science. The University also boasts flourishing programmes in dance and music, social sciences, management, languages and law. Surrey has been awarded three Queen s Anniversary Prizes for Higher and Further Education, while the 2014 Research Excellence Framework (REF) classified a significant amount of research as world-leading. In addition to the campus on 150 hectares just outside Guildford, Surrey, the University also owns and runs Surrey Research Park, which houses 140 companies and has created about 4,000 jobs in the local area. In 2015, the University opened the 5G Innovation Centre, dedicated to the next generation of communications technology, which will be home to 150 researchers and 100 PhD students. A new School of Veterinary Medicine officially opened in 2015 and is only the second to be established in the UK in the past 50 years. In 2015, the University was named number two for graduate employability when compared with chartered universities in England. According to data from the Higher Education Statistics Agency (HESA), 96.9 per cent of our 2014 graduates were in work (or further study) six months after graduation. These figures demonstrate the University s focus on graduate employability and the success of Professional Training placements. 6
Appendix 2 Compliance (publicity materials) proforma Please complete this pro forma regarding the production of publicity materials for any type of collaborative provision with the University of Surrey and return it to the Directorate of Quality Enhancement and Standards by 31 st August. Those institutions failing to adhere to this deadline will be reported to the University of Surrey Learning and Teaching Committee and appropriate action will be taken. I (the undersigned) confirm that in accordance with the terms of the Agreement Document signed with the University of Surrey and in accordance with the University of Surrey s Code of practice on published information for collaborative provision; all material relating to the collaborative link with the University will be sent to and approved by the University in advance of publication. I understand that failure to comply with this requirement will lead to appropriate action by the University of Surrey Learning and Teaching Committee, including suspending the right to use the University s name in advertisements. Name of collaborative partner: Web address: Name of signatory: Job title: Signature: Date: 7
Appendix 3 Published information checklist Name of Associated/Accredited Institution: Validated programme(s): Information to be provided Collaborative partner website / prospectus Programme specification Module descriptors Programme / student handbook Approval (tick to indicate inclusion) Review (tick to indicate inclusion) University of Surrey as degree-awarding body Statement as to the nature of the relationship between the University and collaborative partner Correct use of the University Corporate identity Students rights and responsibilities Students entitlements to services Students relationship to the University and what information will be shared between the organisations involved Whether the disciplinary and/or fitness to practise procedures applicable (if any) are those of the collaborative partner or University Avenues for students for complaints and appeals and how these are divided between the collaborative partner and University 8
Information to be provided: For prospective students (Indicator 3, Part C) Collaborative partner website / prospectus Programme specification Module descriptors Programme / student handbook Approval (tick to indicate inclusion) Review (tick to indicate inclusion) Location of study Programme/award Mode of study Application and admissions process Entry requirements Tuition fees and any additional costs Transferable skills Teaching, learning and assessment methods Resources and facilities available PSRB / accreditation information Advisory services available to students 9
Information to be provided: For current students (Indicator 4/5, Part C) Collaborative partner website / prospectus Programme specification Module descriptors Programme / student handbook Approval (tick to indicate inclusion) Review (tick to indicate inclusion) Programme and module learning outcomes Curriculum details Reading lists Overall student workload Environment for postgraduate study and research Supervision arrangements for postgraduate students Assessment details Study Abroad opportunities Work-based learning opportunities Administration of learning, teaching and assessment Access to the University s Regulations and Codes of practice Alumni services, pastoral services. 10
Appendix 4 Approval process flowchart Collaborative partner emails the completed Compliance proforma and published materials to the Directorate of Quality Enhancement and Standards Directorate of Quality Enhancement and Standards forwards material and feedback memo template to the Creative Design Team Directorate of Quality Enhancement and Standards reviews materials focussing on: - University of Surrey as awarding body - relationship between University and collaborative partner - general information about the University - accuracy of programme information (including title and award, modules, duration of study, assessment, entry criteria, PSRB etc Creative Design Team reviews material with focus on: - appropriate use of the University logo - Appropriate use of any University images - Any other branding issues Directorate of Quality Enhancement and Standards completes Section A of feedback memo Creative Design Team completes Section B of feedback memo and returns to Directorate of Quality Enhancement and Standards Directorate of Quality Enhancement and Standards collates feedback and issues the memo to collaborative partner If amendments are required, the collaborative partners makes necessary amendments to material and re-submits for University approval 11
Appendix 5 Published information feedback memorandum From: To: [Directorate of Quality Enhancement and Standards] {Collaborative Partner} Date: INSERT Context and type of published information (tick appropriate box and enter relevant academic year) Context Website copy Tick if appropriate Type (leaflet, film etc) Academic Year: File Name: Printed collateral Digital content Other (please state) The Directorate of Quality Enhancement and Standards received the above material on DATE. The material has been reviewed by the University with the following outcome: Status Approved Approved subject to minor amendments Requires revision Section A: Feedback from Directorate of Quality Enhancement and Standards Section B: Feedback from Creative Design Team Action required The material is approved for publication. Please supply all final artwork files and assets. File format to be confirmed subject to project. The material is approved for publication subject to the minor amendments outlined below. Once these amendments have been made, please submit the final version of the material to the Directorate of Quality Enhancement and Standards. The material requires amendment in line with the feedback below. Please submit the revised version for approval prior to publication. INSERT COMMENTS INSERT COMMENTS Date feedback sent to collaborative partner: INSERT DATE Signature of confirmation: 12