Collaborative Handbook for Courses Accredited by the University of Wolverhampton A guide to the operation of collaborative partnerships and procedures for collaborative accredited provision 1
Contents 1: Marketing & Publicity 2: Recruitment 3: Academic Calendar 4: Staff Development 5: Student Application & Admission 6: Enrolment, Module Registration & Student Administration 7: Student Induction 8: Student Finance 9: Student Support 10: Learning Resources 11: Learning & Teaching 12(a): Assessments - Setting Of Assessments 12(b): Assessments Marking, Feedback & Moderation 13: Assessment Boards 14(a): Continuous & Quality Monitoring Course Journals & Visits 14(b): Continuous & Quality Monitoring Student Voice & Complaints & Appeals 15: Graduation & Alumni 16: Process For New Developments 17: University Contact Details 18: Useful Web Links This guide outlines generic processes relating to accredited provision. Processes may occasionally differ as required and such variations will be included within the formal agreement, and as a part of staff development. Further clarification on processes and detailed arrangements are given in the Operations Manuals, additionally, the relevant University contact will be able to provide assistance (see section 17). *For all international partners the University s International Centre to be involved. 2
Glossary ASQ DAS Evision IC IT Account MaC MoC MoU Partner PU Planning PSRB QAA Registry Faculty FQEC STaR Office SU TNE UoW WOLF Academic Standards & Quality Directorate of Academic Support Online information and management gateway (for enrolment etc.) International Centre Enabling access to a range of University systems including, e-vision (for student record management), WOLF, PebblePad, e-mail, calendar and electronic resources (books and journals) Marketing and Communications Department Memorandum of Cooperation Memorandum of Understanding Officially approved TNE partner institution of UoW Partnerships Unit Planning Department Professional, Statutory and Regulatory Body The Quality Assurance Agency for Higher Education Student Registry Department UoW Faculty Faculty Quality Enhancement Committee Student Transnational and Research Office (Registry) Students Union Transnational Education University of Wolverhampton Wolverhampton Online Learning Framework (learning resources etc.) 3
1: Marketing & Publicity Annual Marketing Plan Marketing Materials Logo Website Partner to provide a plan for all courses to PU 3 months prior to the start of the academic year MaC provide toolkit templates Partner designs draft and submits to PU Draft approved by UoW MaC/PU seek approval to use partner logo Partner sends logo to UoW at start of partnership Partner to advise of logo change ASAP Partner to ensure its website is up to date & appropriate MaC/PU,Faculty to provide all neccessary information Dean of Faculty,MaC/PU to approve Partner approves all references to them IC/PU to regularly vet Partner website Any changes to marketing plan to be discussed/outlined to MaC/PU Dean of Faculty/MaC approve all references to them Partner prints & distributes materials as agreed MaC to approve use of UoW logo UoW to advise of logo change ASAP Partner to provide information to Faculty to allow UoW website to be kept up to date Faculty to work with MaC/PU to keep UoW website up to date 4
2: Recruitment Responsibility Targets Partner responsible for recruiting (to agree entry requirements) to all courses delivered via Partner institution UoW to support recruitment via web presence, course information, Regional Offices, and as specified in the approved marketing plan Partner sets own recruitment targets and advises Faculty of anticipated cohort sizes. Both parties sign financial agreement as part of MoC. Changes to recruitement target should be submitted to Faculty. Faculty notify Faculty Finance Officer Partner and Faculty liaise to monitor recruitment Partner reports actual recruitment at start of course 5
3: Academic Calendar Academic Calendar - Exchange regularly to set and agree quality management activities Set Academic Calendar Agree & Set Module Delivery Dates Publicise Module Delivery & Assessment Dates Schedule PU to advise Partner on University key dates annually, including: assessment board dates; publication of results; graduation; etc Partner/PU and Faculty to agree start dates Partner to advise UoW of any changes, public holidays and relevant dates Calendar to be finalised 2 months before the start of the course Calendar to be updated regulary PU to produce agreed academic calendar For any changes to teaching staff the Partner submits CVs. Formal notification and approval of staffing to Partner from FQEC. If not approved an explanation must be provided Partner forwards the delivery schedule including assessment dates to Faculty/PU. To be done 2 months before the start of the course The scheduled delivery of modules and all relevant dates must be made available to students at the point of enrolment by Partner. Variations to module delivery schedule are only permitted in exceptional circumstances. In such cases, the decision is relayed to students by the Partner 6
4: Staff Development Before the start of the academic year and on an on-going basis Faculty/PU/STaR Office/DAS to deliver staff training to Partner staff on UoW & Faculty specific matters Partner and UoW to agree staff to attend PU/Faculty to identify lead person to deliver this Training to be made available electronically by UoW where possible Staff Development Partner to provide induction to UoW staff on partner matters Materials to be made available for access electronically Partner to identify staff to deliver this where relevant Faculty to identify staff to attend if appropriate or access online As part of annual review at the end of the academic year, including course monitoring Agree content of staff/partner/ongoing development on UoW & Faculty specific matters. Agreed UoW personnel to deliver this to partner staff or made available online 7
5: Student Application & Admission *Partner submits their course details to Faculty to consider progression opportunity if applicable. Faculty approves course mapping via FQEC and notifies IC (if relevant) *The Faculty to approve through FQEC qualifications / progression agreements / institutional course mapping to facilitate entry and notify PU / STaR Office(if relevant) and Partner of outcomes Partner is responsible for all applications and admission to the accredited course(s) Faculty may provide support, where this is agreed *Target turnaround time for a decision on progression opportunity following receipt by Admissions / STaR office (if relevant) is 5 working days (if all information / documentation is received from applicant) *Progression and mapping outcome held on partnership database 8
6: Online Enrolment, Module Registration & Student Administration *Participants in a course delivered by a collaborative partner and accredited by the University of Wolverhampton do not become students of the University and do not have access to student resources including Libraries and IT Services / IT Accounts. Enrolment, registration and administration, prior to the award of credit, are the responsibility of the Partner Partner is responsible for all enrolment, registration and administration for participants on the accredited course(s) Faculty may provide support, where this is agreed *Please refer any questions regarding the above to the designated STaR Office/Student Office contact 9
7: Student Induction Preparation Content Delivery Faculty, relevant departments & Partner to agree content of induction programme (for both new and returning students) and who produces it (at least one month prior to induction) A corporate approach to be followed with templates for slides available from staff development page on Evision UoW Course leader liaises with Partner at least one month prior to induction Personal tutors to be allocated & students informed by Partner UoW Course leader to outline UoW student published information: regulations; documentation; processes; elearning resources; Students' Union support; support services; and relevant website links UoW & Partner to agree who delivers the induction. To be delivered at the start of the course Partner to provide administrative support including making arrangements for Skype etc. as applicable 10
8: Student Finance Administration of student loans, grants and bursaries Participants on courses that are accredited by the University of Wolverhampton are not eligible for Student Loans, Grants or Bursaries Partner will assist student if they are eligible for other funding or loans Course Fees Fees to be paid by the student to the Partner/UoW directly as per the MoC Invoices to be sent to the Partner by the Faculty as per the MoC Invoices to be paid to the Faculty/UoW by the Partner as per the MoC All financial matters to be dealt with by the Faculty and UoW Finance Department Student Debtors Partner to liaise with debtor and, if relevant, write notice letters to students and inform the Faculty Partner responsible for chasing students on debt matters as per MoC. Students may face loss of services etc as per Partner policy Student Attendance Partner to determine how to report non-attendance of enrolled students to local authorities / government / other bodies if applicable Partner will not, normally need to report any ongoing issues of nonattendance to Faculty/STaR Office/Student Office Re-takes & Withdrawals Partner to administerany fees associated with retakes or withdrawals 11
9. Student Support Course Enquiries Guidance & Support Careers Course enquiries to be dealt with by Partner Forward enquiries to Faculty if neccessary and within the formal agreement PU & STaR Office (TNE) available for consultation as neccessary and within the formal agreement Partner To support initial student enquiries and liaise with relevant UoW department where neccessary Evision (UoW Information Management Gateway) Not availalbe to particpants on courses accredited by the UoW Partner Module Staff Academic student support issues such as Course Induction, module specific queries, assessment grades & feedback Support and input from Course Leader / Link Tutor Students' Union Participants on courses accredited by the UoW are not eligbile to join SU Partner to provide careers advice and/or use local expert advice UoW Careers Department is not available Directorate of Academic Support Not availalbe to particpants on courses accredited by the UoW 12
10: Learning Resources Learning Resources (textbooks, journals, software, academic skills support) Teaching Facilities Teaching Equipment Library and or Resource Centre to be vetted by UOW as part of accreditation /validation and approval stage. Teaching facilities to be vetted by UoW as part of validation and approval Partner to provide appropriate access to all resources (books, e-books, journals, software etc) Partner to review module delivery including staff and student feedback and identify any additional resources necessary for the delivery in conjunction with the Faculty Partner to confirm to Faculty when resources are in place (at least 2 weeks before start of module) Partner to provide support for academic skills development Partner to provide appropriate teaching accommodation agreed at validation, including appropriate texts & journals, access to electronic resources i.e. Internet and projection facilities. Where appropriate, timetables will be agreed by Faculty & Partner at least 2 months prior to delivery. Partner to issue timetables and rooms to students at induction. Partner to identify the need for specialist equipment / software and have this in place at least 2 weeks before start of course Partner to purchase as required including maintenance, licences etc. Partner to provide internet access with appropriate band-width as agreed at validation and/or as part of annual review and monitoring 13
11: Learning & Teaching Module Content Module Delivery Monitoring & Development Partner module leader has overall responsibility for content/student assessment FQEC or validation panel approve partner's tutors Local tutors and Faculty staff will be invited to each others' lectures for peer review of teaching aspects with a view to share good practice & enhance student experience Partner tutors will agree updates to module guides. Prior to delivery Partner module leader to develop teaching materials consistent for students in all locations Use of guest lecturers and nature of lectures where identified to be approved by UoW. Where appropriate lecture to be on video to ensure consistency and acess for other groups Partner tutors responsible for production and updating of course guides Prior to delivery Blended Learning : Partner to include reference to blended learning requirements for the module and inform students at the start of module. 14
12(a): Assessments - Setting Of Assessments Partner sets assessment and forwards to UoW for moderation, at least 3 months in advance Module leader sends assessment task questions, including re-sit assessments, to external examiner at least 2 months before module starts Setting & confirmation of assessments Partner to ensure safe transport and storage of exam papers (as approved at validation) Partner tutor to brief students about assessment details and marking schemes / guidelines, re-sits (usually in module guide), at start of module Partner course leader to oversee the organisation and conduct of appropriate exam invigilation as per agreed guidelines Faculty and Partner to annually review processes and assessment tasks including agreeing assessment (inc. re-sits) deadlines for the next academic year. 15
12(b): Assessments Marking, Feedback & Moderation Submission Marking & Feedback (including provisional grades) Moderation & Grade Confirmation Submission (inc. deadline) details to be set by Partner (in advance of start of course) Students are responsible for electronic submission where possible and as agreed by Partner and Faculty Partner tutors to mark work within 4 working weeks of submission Partner tutors provide feedback to students by the 4th working weeks of submission deadline in line with UoW policy Marking of assessments should follow set academic misconduct (AM) guidelines. Any assessments suspected of AM should be forwarded to the UoW Module Leader. A senior Faculty member then reviews the assessment and if the suspicion is upheld then forwards it to the Conducts & Appeals Unit to start AM proceedings UoW Course Leade r to provide support and guidance on AM and processes to Partner and students UoW module leader is responsible for moderation of assessments. Specific arrangements will be outlined in the Operations Manual and be agreed as part of validation Internal moderation by module leader within 4 working weeks Module leader retains copies of work for external moderation External examiner moderates samples from all cohorts 16
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13: Assessment Boards PRE-BOARD BOARDS POST BOARD Partner provides list of students, grades and profiles Missing grades identified by Partner before the module board and chase External examiner will confirm grades and standards or raise queries for module leader / Partner to address Registry to liaise with Faculty / Partner regarding logistics of boards (dates outlined in academic calendar) and attendance via Skype where relevant Module leader will attend a Faculty level Module Results board and a Faculty representative will attend Award and Progression boards at UoW. A Partner representative will be invited to attend a Module Results Board either in person or online (where this is possible) Faculty Module Results Boards and Award and Progression Boards will be administered by Registry as per UoW regulations External Examiner will confirm standards or raise queries, which will be communicated to Partner where relevant and adressed by module leader in conjunction with Partner Registry to create student record and update student status Course leader to ensure students can access results and understand the process. The Partner to provide support as required regarding the access of results Student transcripts / letters to be produced upon student course completion by Registry Student award certificates to be produced by Student Records Unit working with the Registry External examiner submits report within 4 weeks of Board Faculty to respond to external examiner's report within 4 weeks. Comments to be forwarded to Partner as required 18
14(a): Continuous & Quality Monitoring Course Journals Visits Partner (or UoW module leader where appropriate) to carry out module evaluation with students Module leader to integrate analysis of module evaluations produced by local tutors, Faculty and Planning into the course journal All involved in the process to receive a module evaluation report Appropriate representation from the Partner and University to be made available to take part in external audits/visits for quality management purposes such as partner reviews. Partner to provide reports to course leader or update course journal as required. Course journals to be monitored by FQEC Course level evaluations conducted via course committees, staff/student liaison, and course representatives (students) PU to agree when visits should be undertaken and by whom. PU to liaise with partner. Faculty to ensure a response is sent to each external examiner report and they are discussed at course committee. Any actions to be be recorded in the course journal. Copies of external examiner's report provided to the Partner for their input. At least one visit per year to the Partner by Faculty Partner to liaise with local PSRB where relevant. Faculty to ensure all PSRB regulations are met Management meetings scheduled each year with Partner; the outcomes of which contribute to an action plan for the course and are uploaded to the course journal 19
14(b): Continuous & Quality Monitoring Student Voice Complaints & Appeals Partner and/or UoW representative to attend staff/student representative meeting. Minimum of one meeting each semester. Partner administrators take notes at staff/student meetings. UoW representative and course leader approve before making available to students to view/comment. Course leader to provide guidance for the complaints procedure in the course guide and at induction. Complaints received by Partner should be passed to the course leader to be included on student complaints & appeals log. The complaint will be investigated using the standard UoW procedure and student / Partner informed of outcome and recorded on student complaints & appeals log Management meetings scheduled each year with Partner; the outcomes of which contribute to an action plan for the course and uploaded by course journal Complaints recieved by the Faculty from Partner staff to be passed to Dean of Faculty for investigation, (if appropriate included in the lessons learnt log at the review meeting). Partner/PU to be informed of the outcome. IC Partnership Management Meetings (non-uk Partner) to be held once per semester to review processes and performance with each Partner Outcomes of complaints should inform future enhancements if applicable See link in section 18 for further information 20
MaC RESPONSIBILITY 15. Graduation & Alumni *Graduation Date to be included in the academic calendar ** UK students can attend UoW graduation ceremonies Graduation brochures Ceremony backdrops Ceremony stands Ceremony banners Any other marketing material as deemed appropriate Partner to pay associated cost, or as otherwise agreed in the MoC and OM Partner to organise venue and Partner & UoW agree date of graduation ceremony, or as otherwise agreed in the MoC and OM Partner to notify students of how and when to apply to attend the ceremony Partner supported by UoW Graduation Office/PU/Faculty & MaC to arrange graduation logistics UoW (PU & Faculty) to both agree representation to attend graduation and inform Partner UoW Graduation Office prepare certificates and arrange for Partner to receive these Partner distributes certificates to students unless UoW support is present at ceremony, or as otherwise agreed in the MoC and OM Partner/PU/MaC/ Faculty to actively promote UoW alumni activities and membership (pre & post graduation) GRADUATION CEREMONY 21
16: Process For New Developments with Approved Partners Potential new development identified by Partner Information regarding the new development sent to PU PU discuss with Faculty If in agreement to proceed Faculty liaise with Partner to conduct market intelligence If UoW decide not to proceed then PU tell Partner If UoW decide to proceed then move to next stage Partner and Faculty produce and agree curriculum documentation including mapping to show HE Level and Credit Value Faculty produce Academic Development Proposal (ADP) with input from Partner Validation process managed by ASQ *Process timeframes, such as government approval procedures, must be considered during planning 22
17. University Contact Details Department Name Title Tel. No. Email Partnerships Unit Rishma Dattani Assistant Academic Registrar R.Dattani@wlv.ac.uk Lisa Gough Partnership Officer +44 (0)1902 518941 L.Gough@wlv.ac.uk Admissions Main Office +44 (0)1902 323505 admissions@wlv.ac.uk Student Office (Here2help) MX Building Student Office (Here2help) MI Building Student Office (Here2help) WA Building Main Office Main Office Main Office Enquiries and advice regarding: Finance Art & Design Health and Wellbeing Wolverhampton Business School International student enquiries Enquiries and advice regarding: Faculty of Science & Engineering Law, Social Sciences & Communication Student Enabling Centre (offering support services to disabled students). Enquiries and advice regarding: School for Education Futures Sport, Performing Arts and Leisure +44 (0)1902 321150 +44 (0)1902 321062 +44 (0)1902 323135 STaR Office Phil Whittingham Manager +44 (0)1902 321631 p.whittingham@wlv.ac.uk Faculty of Science & Engineering Faculty of Arts Faculty of Social Science Faculty of Education, Health & Wellbeing TBA TBA TBA TBA Other Contacts International Centre TBC TNE Partnership Manager +44 (0)1902 323959 David Wedge TNE Officer +44 (0)1902 322419 djwedge@wlv.ac.uk Students Union Hannah Cooper Academic Vice President +44 (0)1902 322029 VPacademic@wlv.ac.uk 23
Directorate of Academic Learning Centre +44 (0)1902 321333 learningcentredirect@wlv.ac.uk Support Direct ASSIST Online Chat http://www.wlv.ac.uk/lib/contacts/assist.aspx IT Services +44 (0)1902 322000 itsupport@wlv.ac.uk Counselling Service Main Office +44 (0)1902 322572 counsellingservices@wlv.ac.uk Student Enabling Centre Main Office +44 (0)1902 321074 sec@wlv.ac.uk Careers & Employment Main Office +44 (0)1902 321414 careers@wlv.ac.uk Service Marketing and Communications (MaC) Lee Garrington +44 (0)1902 322758 L.Garrington@wlv.ac.uk 18. Useful web links: Academic Regulations (under-graduate) Academic Regulations (post-graduate) Complaints, Conduct & Appeals International Centre IT Support Learning Information Services(academic skills) Learning Information Services (Learning Centre Direct) Student Services Gateway (Support) Students Union http://www.wlv.ac.uk/default.aspx?page=9555 http://www.wlv.ac.uk/default.aspx?page=9555 http://www.wlv.ac.uk/default.aspx?page=6932 http://www.wlv.ac.uk/default.aspx?page=6848%20 http://www.wlv.ac.uk/its/ http://www.wlv.ac.uk/lib/skills_for_learning.aspx http://www.wlv.ac.uk/lib/info/learning_centre_direct.aspx http://www.wlv.ac.uk/default.aspx?page=20726 http://www.wolvesunion.org/ VERSION 1 OWNER Head of WBL APPROVED DATE 18/12/14 APPROVED BY UQEC REVIEW DATE December 2015 24