C-SAPs

C-SAPs

1.INTRODUCTION

Figure 1Course Approval/Periodic Review Event (Administered by Schools)

2.TITLE APPROVAL (PD) PROCESS ARRANGEMENTS

3.SCHEDULING ARRANGEMENTS FOR THE UNIVERSITY COURSE APPROVAL (CA)/PERIODIC REVIEW (PR) EVENTS

4.CRITICAL READ and module ARRANGEMENTS

5.MODULE EVENT ARRANGEMENTS

6.UNIVERSITY COURSE APPROVAL (CA)/PERIODIC REVIEW (PR) EVENT ADMINISTRATIVE ARRANGEMENTS

7.ARRANGEMENTS IN THE EVENT OF NON-ATTENDANCE BY PANEL MEMBERS

8.EVENT DOCUMENTATION

9.BRIEFING NOTE FOR COURSE APPROVAL AND PERIODIC REVIEW

10.GOOD PRACTICE DURING THE EVENT

11.CONCLUSIONS

12.POST EVENT – COMPLETING REPORTS

13.SIGN-OFF PROCESS

14.INTERIM REVIEW EVENT

14.1Constitution of Interim Review Panels

14.2Interim Review Documentation Requirements

14.3Interim Review Briefing Note

14.4Post Interim Review Event

14.5Event Report

15.ADDITIONAL PATHWAY(S)/PgCERT APPROVAL

15.1Constitution of Additional Pathway(s)/PgCert Panels

15.2Additional Pathway(s)/PgCert Documentation Requirements

15.3Additional Pathway(s)/PgCert Review Briefing Note

15.4Post Event

15.5Event Report

16.MODIFICATIONS/CHANGES BETWEEN SCHEDULED REVIEWS

16.1Process for Administrative Updates – Level 1

16.2Process for Minor Modification (Level 2a & 2b) – C-Annex 3

16.3Decision and Process for Minor Modification (Level 2a) – C-Annex 3-Form

16.4Decision and Process for Minor Modification (Level 2b) – C-Annex 4 Form

16.5Decision and Process for Major Modification(s) Level 3 – C-Annex 4

17.APPROVAL/PERIODIC REVIEW OF UNIVERSITY CERTIFICATE AWARDS

17.1Process for Course Approval/Periodic Review of a Named UC Award

17.2Process for Untitled Awards (60 credits and under)

18.QUALITY LINKS TO OTHER ADMINISTRATIVE PROCESSES

18.1Admissions

18.2Timetabling and Student Records (Modularity)

18.3Assessments

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Quality Handbook Section C

C-SAPs

related forms and guidance

C-SAPs-Annex 1 / Example Event Planner Course Approval/Periodic Review
C-SAPs-Annex 2 / Email to Panel Member/Chair Invited to the Event
C-SAPs-Annex 3 / Email/Letter to External Academic Invited to Attend the Event
C-SAPs-Annex 4a / Email to External Academic Panel Members
C-SAPs-Annex 4b / Email to External Employer/Practitioner/Specialist Panel Members
C-SAPs-Annex 5 / Email/Appointment Request for Internal University Panel Members
C-SAPs-Annex 6 / Email to Course Team Leader
C-SAPs-Annex 7 / Outline Agenda (Single Event)
C-SAPs-Annex 8 / Outline Agenda (PSRB Involvement)
C-SAPs-Annex 9a / Outline Agenda (Complex Event 1)
C-SAPs-Annex 9b / Outline Agenda (Complex Event 2)
C-SAPs-Annex 10 / Panel Membership
C-SAPs-Annex 11 / Example Briefing Note(s)
C-SAPs-Annex 12 / General Briefing Note for All External Members
C-SAPs-Annex 13 / General Briefing Note for all External Practitioner(s)/Employer(s)/Specialists
C-SAPs-Annex 14a / General Briefing Note for all Student Panel Members
C-SAPs-Annex 14b / General Briefing Note for Students/Alumni Meeting with Review Panel Members
C-SAPs-Annex 15 / Example Email to Panel Member Regarding Event Conditions/Recommendations
C-SAPs-Annex 16 / Period of Approval Table
C-SAPs-Annex 17 / New Course(s)/Pathway(s) Approval Report
C-SAPs-Annex 18 / Periodic Review Report
C-SAPs-Annex 19 / Interim Review Report
C-SAPs-Annex 20 / Finance and Commercial Development Course Set Up Data Collection Form for Untitled Awards
C-SAPs-Annex 21 / Licensed HEIs Guide to Mapping Pearson Core Content
C-SAPs-Annex 22 / External Panel Members Selection Criteria
C-SAPs-Annex 23 / Recording, Tracking and Monitoring Modifications
C-SAPs-Annex 24 / Pro-forma Additional Pathway, PgCert
C-SAPs-Annex 25 / Course Notification Form (SLEC 2)

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Quality Handbook Section C

C-SAPs

AR (QS) / Academic Registry (Quality & Standards)
AR (SERA) / Academic Registry (Secretariat, External Review & Audit)
CA / Course Approval
CAD / Course Approval Document
CED / Course Evaluation Document
CTLs / Course Team Leaders
D-L / Distance Learning
DLHE / Destination of Leavers of HE
eMVF / Electronic Module Verification Form
ETA / Exceptional Third Attempt
FCD / Finance & Commercial Development
HE / Higher Education
HEI / Higher Education Institute
HN’s / Higher Nationals
IMR / In-Module Retake
PR / Periodic Review
PSRB / Professional, Statutory and Regulatory Body
SA / Senior Administrator
SAPs / Standard Administrative Procedures
SLEC / Student Learning & Experience Committee
SLS / Student and Library Services
SPM / Student Panel Members
SRM / Student Recruitment and Marketing
SSLESC / School Student Learning & Experience Sub-Committee
TU / Teesside University
TVHEBP / Tees Valley Higher Education Business Partnership
UKVI / UK Visa & Immigration

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Quality Handbook Section C

C-SAPs

1.INTRODUCTION

1.1It is intended that these Standard Administrative Procedures (SAPs) for new Course Approval and Periodic Review be read in conjunction with Section C: Course Approval and Periodic Review of Teesside University Provision of the QualityHandbook. Also refer to Figure 1 Course Approval/Periodic Review Event (Administered by Schools).

1.2Prior to the commencement arrangements for the new CourseApproval or Periodic Review process, it is expected that the Senior Administrator (SA)or nominee will be responsible for co-ordinating these events. For Tees Valley Higher Education Business Partnership (TVHEBP) provision, the administrative co-ordination responsibilities rest with Academic Registry (Quality & Standards) (AR (QS)).

1.3Following discussion between AR (QS) and Schools a draft Schedule for New Course Approval (CA)and Periodic Review (PR) events for the Academic Year is drawn up by AR (QS), which forms the basis for planning events for the following academic year. The schedule is reviewed regularly at the University approval committee meetings and individual monthly meetings with Schools.

1.4At this stage, AR (QS)will advise the SA/nominee on the constitution of the CourseApproval/Period Review Panelmembership through the use of the Course Pre-Approval/Periodic Review Agreement (C-Annex 1). AR (QS)will prepare a CoursePre-approval/Periodic Review Agreement.

1.5Any new or revised titles (including the addition of a new location(s) and/or mode(s) of delivery, pathway(s) etc.), will require Schools to obtain formal Title Approval (PD) prior to theCourseApproval/Periodic Review Event. SeeSection B: Portfolio Developmentof the Quality Handbook. Further guidance on the title approval process can be obtained from Academic Registry(Quality & Standards).

1.6Prior to the University CA/PR Event the School will undertake both a Critical Read and Module Stage. The purpose of these stages are to ensure both CourseTeams and course documentation are sufficiently prepared for the formal Teesside University (TU) event.

1.7The School SA/nominee will be required to review the CourseApproval and Periodic Review documentation to ensure that is of an acceptable standard prior to the University event.

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Quality Handbook Section C

C-SAPs

Figure 1Course Approval/Periodic Review Event (Administered by Schools)

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Quality Handbook Section C

C-SAPs

2.TITLE APPROVAL (PD) PROCESS ARRANGEMENTS

Tasks / Course Approval (CA) / Periodic Review (PR)
2.1 / The SA/nominee will be responsible for:
  • Identifying where new or changes to existing titlerequiresapproval via the Title Approval (PD) process ensuring thatapproval is soughtprior to the Course Approval/Periodic Review Event taking place (separate arrangements exist for UC awards, see Section 17 of the SAPs for further details).
  • Identifying if an award title has not recruited students, has been suspended, has not been taken forward to an Approval Event and signed off by the University Approval Committee and is not within 3 years of its initial title approval. See Section B: Portfolio Developmentof the Quality Handbook for information on how to proceed.
/  / As required
2.2 / During aCPA or PR Event the CourseTeam could be asked to change a course title. In this case theSA/nominee is responsible for ensuring the:
  • Change of title is recorded as a Condition in the Event Report.
  • CourseTeam must include a response in the Event Report.
  • Title change must receive Title Approval before the course is submitted to Student Learning & Experience Committee (SLEC)for formal University sign off.
/  / 

Further guidance on the Title Approval (PD) Process can be obtained from AR (QS).

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Quality Handbook Section C

C-SAPs

3.SCHEDULING ARRANGEMENTS FOR THE UNIVERSITYCOURSEAPPROVAL (CA)/PERIODIC REVIEW (PR) EVENTS

Tasks / CA / PR
3.1 / Following receipt of the CoursePre-Approval Agreement from AR (QS), the SA/nominee will be responsible for:
  • Consulting with the Associate Dean (Learning & Teaching) or nominee, identify a suitable Chair for the Panel Event and discuss a realistic timeline, taking into consideration the Course Teams ability to complete appropriate consultation and submit relevant documentation. See C-SAPs-Annex1 Example Event Planner Course Approval/Periodic Review.
  • Discuss with the Course Team Leader the potential dates and agreed submission deadlines for documentation. (NB: It is the Course Team Leader’s (CTL’s) responsibility to liaise with the members of the Course Team regarding their availability for the Event.)
  • For events requiring an external Chair to the hosting School, please refer to the Quality Handbook Section C – Section 2.2.8.
Top Tips:
  • You may find it useful to identify the date for the Course Approval/Periodic Review event and work backwardson the timeline to identify suitable dates for the Critical Read and Module Event(s).
  • The standard lead in time to submit documentation is usually 14 weeks prior to the formal event, see C-SAPs-Annex1 for example of a planning tool.
/  / 
3.2 / Following the agreement of the schedule with AR (QS)the SA/nominee is required to select Panel Members, as appropriate, from the Academic Registry database – Panel Members and Chairs.
The SA/nominee will contact the External (to the School) Panel Members at an early stage to confirm date(s) and time(s) in diaries.
Top Tip:
For an example of a standard email/memo see C-SAPs-Annex2, 3, 4, 5 & 6.
In the event where an external Chair is required, (please see Chairs and Panel Members list on the AR (QS)database accessed via Approval and Review SharePoint site), agreea suitable date with School Associate Dean (Learning & Teaching)/nominee, the identified external Chair and the Course Team Leader.
Confirm the agreed date with relevant parties.
An example email/memo to the Panel Chair is available in C-SAPs-Annex 2. /  / 
3.3 / The SA/nominee is responsible for circulating confirmation of the arrangements for the CourseApproval/Periodic Review, Critical Read and Module events:
  • Confirm the date/time/venue of the event to all Panel members and CTL.
  • Co-ordinating the domestic arrangements as soon as possible, e.g. booking of rooms, catering/refreshments, car parking, etc.
  • Keeping the Course Team Leader/
Associate Dean (Learning Teaching) or nominee informed of the arrangements.
The SA/nominee may also find it useful to liaise with the Reprographics Department to give them an approximate date to ‘book in’ the photocopying of any documentation.
Top Tips:
  • Circulate both a hard and electronic copy of course approval/review documents.
  • Evidence File can be circulatedelectronically.
/  / 
3.4 / It is the responsibility of the CTL to determine whether a separate room is required for theCourse Team to meet prior to the commencement of the event, during any private meetings of the Panel, whilst awaiting a conclusion to the event and, if necessary, to book the room. /  / In addition:
It is the responsibility of the CTL to arrange for students/alumni to meet with the Panel (if required) at the appropriate point in the agenda. The students/graduates should represent a mix of levels (and modes/
delivery/location if appropriate).
3.5 / Consult Section C of the Quality Handbook, Section 2.2.9, and the CoursePre-Approval/Periodic Review Agreement for advice on the Constitution of the Panel.
Memberships will normally comprise:
  • Chair.
  • Secretary, normally from the proposing/host School.
  • Representative from Academic Registry.
  • At least one member of Academic Staff from the School under review, independent of the course(s) under consideration.
  • External Academic subject expert from a Higher Education Institute (HEI) (as agreed by Academic Registry).*
This Panel may be supplemented with other colleagues, please refer to the Course Pre-Approval/Periodic Review Agreement completed by Academic Registry.
*Where the Panel Members are unable to attend the event at short notice, please refer to the administrative process outlined in the SAPs Section 7 below. /  / 
3.6 / A minimum of 3 months prior to the event the CTL will provide details to the SA/nominee of prospective External Academic/User/Carer/
Employer/Practitioner/ Specialist (to the University) including:
  • Names (including any titles, e.g. Professor) and job role/title.
  • Preferred contact address for receipt of documentation.
  • Preferred contact telephone number and/or email address.
The SA/nominee is responsible for contacting the External Academic/Employer/ Practitioner/ Specialist Panel Members at an early stage, minimum of 3 months prior to the event, to determine their availability and enter date(s) and time(s) in diaries whilst obtaining an up to date CV. For an example of a standard letter/email, see C-SAPs-Annex 3.
CV’s for the External Panel Member nominations should be submitted or the web link to their page to AR (QS) as soon as possible, butprior to the event for confirmation of their suitability.
NB: It is useful when the CTL has consulted with the External Academic/Employer/
Practitioner/Specialist prior to the SA/nominee contacting them regarding their availability.
When identifying nominations for the selection of the external colleague(s) from academic, practice or industry, consideration must be made with full regard to impartiality, and Schools will ensure that the nominees have sufficient expertise to cover the breadth of provision under consideration. External Panel Members Selection Criteria – C-SAPs- Annex 22.
  • Academic Panel Member nominees will hold appropriate qualifications and experience to enable them to comment on the national standards of the award(s) under consideration.
  • Academic colleagues will be expected to have appropriate Higher Education (HE) qualifications and normally at least five years’ relevant experience within HE.
  • If possible, Academic Panel members should also be able to comment on the area of specialism, e.g. Foundation Degrees, collaborative provision, distance learning.
  • Practice/specialist colleagues will normally be qualified to an appropriate level (professionally and/or academically) and have a minimum of three years relevant experience.
  • External Panel members must not have had a paid or unpaid connection with TU within the last 5 years (including research collaborated).
NB:For large/complex events i.e. Approval/
Periodic Review of frameworks, additionalExternal Academic members may be required.
Top Tip:
If you are encountering problems identifying an External Panel Member, please refer to the External Panel Member Academic Registry Events –Running Record of Attendance spreadsheet available on SharePoint for possible nominations. /  / 
3.7 / Once your External Panel Member(s) has agreed to participate in the event the
SA/nominee is responsible for ensuring all External Panel Members complete the appropriate documentation to ensure smooth processing of payments following the Panel event.
UKVI check:
In addition, to ensuring the suitability of the External Academic/specialistPanel Member by forwarding their CV to AR (QS) for approval. The proposed External Panel Members must also be eligible to work in the UK in accordance with UK Visa and Immigration (UKVI) Agency requirements, and must provide their passport to confirm such eligibility.
The UKVI requires Institutions/Employers to undertake employment checks on all paid staff, temporary or otherwise, which extends to External Panel Members. This includes all UK and EU citizens.
In order for TU to comply with this requirement, External Panel members must:
  • Provide their passport, either on the day of the event, before or after.
  • SA/nominee to copy the passport (front and picture pages).
  • Date and sign the copy and confirm the true likeness.
  • Send copy to Human Resources.
In situations where the External Panel member does not have a passport, you must ask them to contact you at the earliest opportunity and seek further guidance from Human Resources. The contact in Human Resources is Ms Claire Sawyer on (01642) 342207 or via email /  / 
3.8 / Once the composition of the Panel has been determined, it is advisable that the SA/nominee checks dietary requirements of all Panel Members (and the CourseTeam, if applicable) and confirms travel and accommodation arrangements for external representatives, refer to example email/letter to External Academic/Employer/Practitioner/ Specialist, C-SAPs-Annex4a-4b. /  / 

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Quality Handbook Section C

C-SAPs

4.CRITICAL READ and module ARRANGEMENTS

Tasks / CA / PR
4.1 / Critical Read Arrangements
It is the Schools responsibility to make appropriate arrangements for the Course Critical Read.
  • Critical read of the coursedocumentation(refer to the Quality Handbook: Section C:Course Approval andPeriodic Review of Teesside University Provision, Section 2.2.13 for details).
/  / 
4.2 / As the minimum evidence/documentary requirements we advise the following:
  • As an output of the critical read, action pointsand outcomes should be produced to enable tracking and monitoring of the actions progressed.
/  / 
4.3 / It is the Schools Course Teams responsibility to ensure that all appropriate amendments to the documents have been made prior to the Course Approval/Periodic Review Event. /  / 

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Quality Handbook Section C

C-SAPs

5.MODULE EVENT ARRANGEMENTS

Tasks / CA / PR
5.1 / It is Schools responsibility to make appropriate arrangements for the Course Module Event.
  • Consideration of modules(UTREG/module template)(refer to the Quality Handbook: Section C: Course Approval and Periodic Review of Teesside University Provision, Section 2.2.13).
/  / 
5.2 / The SA/nominee will be responsible for:
  • Confirming the date and time of the Module Event and making the domestic arrangements as soon as possible, e.g. booking of rooms, catering/refreshments, etc.
  • Ensure Module Leaders are available to attend the discussion.
  • Arranging for copies to be made of appropriate documentation from the Module Catalogue and other sources e.g. in case of HNs the mapping exercise.
  • Keep the CTL informed of the arrangements.
  • Make sure a record (notes) of the module approval stage are available to both the Chair, Panel and CourseTeam.
The SA/nominee may find it useful to liaise with the Reprographics Department to give them an approximate date to ‘book in’ the photocopying of any documentation, if required.
It is the CTL’s responsibility to liaise with the members of the Course Team regarding their availability for the Event.
Top Tips:
  • Ensure that the Course Leader is available to attend the full Module Event(s) relevant to their course to enable them to update and oversee any issues which may impact on the programme specification or the course delivery, and respond to any potential general course theme questions.
  • Note Taking – write/track the identified amends using a copy of the Module Specifications to support you when writing the formal written notes following the Module Event.
  • It isuseful to keep a separate note of any generic actions which may be relevant to all modules.
/  / 
5.3 / It is normal practice for the modules to be approved prior to the CourseApproval/Periodic Review Event. /  / 

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