/ Quality Handbook

AQH-I3-6 Operations Manual Guidelines – Model F

Version 3.0 September 2010

Operations Manual
for programmes approved
to be offered in partnership between
the University of Sunderland (the University)
and
[PARTNER NAME] (the Partner)
in accordance with the University’s Collaborative Model F (Flying Faculty)

Version History of Template (for QAE use only):

Version / Occasion of Change / Change author / Date of modification / Modifications made
1.0 / Original placed in Academic Quality Handbook / S Sutcliffe / September 2008 / Mainly references to new University structure
2.0 / Updates to University collaborative processes / C Gardner
O Palimeris / October 2009 – May 2010 / Various, to reflect the new CP processes implemented 2009
3.0 / Staff Changes / S Patience / September 2010 / Section 2.1.3 updated

Implementation and Modification History (for Faculty use only):

Version / Occasion of Change / Change author / Date of modification / Modifications made / Version signed off by Faculty (date & details)
EXAMPLE / Issued to Partner on approval to run programme / xxxxxxxxx / 20.1.10 / Template annotated to incorporate more details of specific arrangements / FQMSC (minutes 15.02.10 refer)
1.0

Your support and co-operation will be very much appreciated, and any feedback you can provide on the effectiveness of the Operations Manual template would be gratefully received. Please contact Quality Assurance and Enhancement at the University of Sunderland.
CONTENTS

1.0 INTRODUCTION

2.0 MANAGEMENT OF THE PARTNERSHIP

3.0 DETAILS OF THE PROGRAMMES AND MODEL OF DELIVERY

4.0CONTACTS INFORMATION

5.0 ROLES AND RESPONSIBILITIES

6.0LEARNING AND TEACHING

7.0 PUBLIC INFORMATION

8.0 ALLOCATION OF STUDENT NUMBERS

9.0STUDENT RECRUITMENT, ADMISSIONS, REGISTRATION AND STUDENT RECORDS

10.0 STUDENT INDUCTION

11.0 PROGRAMME DELIVERY

12.0 ASSESSMENT

13.0 EXTERNAL EXAMINERS

14.0 PROGRAMME AND PARTNER REVIEWS

15.0 STAFF DEVELOPMENT

16.0 LEARNING RESOURCES

17.0 HUMAN RESOURCES

18.0 STUDENT SUPPORT

19.0 STUDENT COMPLAINTS, APPEALS AND DISCIPLINARY PROCEDURES…………………………………………………………………………………….

20.0 QUALITY ASSURANCE POLICIES AND PROCEDURES

21.0 EQUALITY AND DIVERSITY

22.0 TERMINATION

23.0 GLOSSARY OF TERMS

24.0USEFUL LINKS

1.0 INTRODUCTION

1.1Welcome to the University of Sunderland’s Faculty of xxxxxxxxxxxxxx and the Department of xxxxxxxxxxxxxxx. Your centre has now been formally approved to act as a centre for one of the University’s programmes delivered by its staff.

1.2This operations manual has been designed to promote common understandings about the respective roles and responsibilities of the Partner and University staff involved in the delivery, management, quality assurance, and co-ordination of the University’s collaborative programmes. Mutual understandings are essential to assure parity of the student experience, regardless of the site of delivery. It is designed by the University for use by all University and Partner staff associated with the provision. The University and the Partner are jointly responsible for ensuring that this is issued to all staff who contribute towards programme delivery.It is important to us that staff feel supported and have appropriate mechanisms for:

  • Contacting relevant staff
  • Resolving issues in a timely way
  • Working together in a true partner relationship including full understanding of the University’s processes, procedures and regulatory requirements

1.3It thus amplifies the roles that staff in each organisation are expected to fulfil as laid down in the Memorandum of Agreement that governs this collaboration. Clauses from the Agreement are included as italicised sections throughout the Manual, beneath which the requirements are explained in more detail. The Agreement has been drawn up to reflect the University of Sunderland’s Collaborative Processes - see:

together with its Collaborative Models of Provision paper and relevant sections from the Quality Assurance Agency’s Code of Practice (e.g. Collaborative Provision & Flexible and distributed learning (including E-Learning) (published September 2004)). These Agreements are normally reviewed every six years.

Please refer to the University’s Academic Quality Handbook for all guidelines referred to in this manual, see:

2.0 MANAGEMENT OF THE PARTNERSHIP

2.1.1Management Structure: University Of Sunderland

Please refer to:

for details of the University of Sunderland Management Structure.

2.1.2Management Structure: The Partner [To Be Inserted]

2.1.3 Faculty Structure: University Of Sunderland

The Faculty of Applied Sciences / Head of Department / Dean / Associate Dean – Student Experience / Associate Dean – Resources, Research & External Engage-ment / Associate Dean – Recruitment & Development
Department of Computing, Engineering & Technology / Mr Alistair Irons / Prof John MacIntyre / Dr David Blackwell / Prof Tony Alabaster / Prof Rob Trimble
Department of Pharmacy, Health & Well-being / Dr Jim Smith
Department of Psychology / Dr David Sanders
Department of Sport & Exercise Sciences / Mr Bill Sheldon
The Faculty of Education and Society / Head of Department / Dean / Associate Dean – Student Experience / Associate Dean – Resources, Research & External Engagement / Associate Dean – Recruitment & Development
Department of Education / Ms Christine Farnsworth / Prof Gary Holmes / Ms Maggie Stephenson / Mr Ian Neal / Mrs Linda Wilson
Department of Social Sciences / Mr Kevin Morris
Department of Culture / Dr Felicity Breet
The Faculty of Business and Law / Head of Department / Dean / Associate Dean – Student Experience / Associate Dean – Resources, Research & External Engagement / Associate Dean – Recruitment & Development
SunderlandBusinessSchool / Mr Chris Marshall / Ms Viv Kinnaird / Mr Mike Wyvill / Dr Sonal Minocha / Mrs Sue Stirk
Department of Law / Dr Karen Hadley
Centre for Flexible Learning / Ms Pauline Wonders
The Faculty of Arts, Design and Media / Head of Department / Dean / Associate Dean – Student Experience / Associate Dean – Resources, Research & External Engagement / Associate Dean – Recruitment & Development
Department of Arts & Design / Dr T Brennan / Mr Graeme Thompson / Mr Phil Whiston / Prof Brian Thompson / MsJudithHills
Department of Media / Guy Starkey

3.0 DETAILS OF THE PROGRAMMES AND MODEL OF DELIVERY

3.1The AGREED University programmes (as defined by the relevant programme specification produced and approved by the University) will be offered at approved Partner sites by MODEL F, whereby University staff deliver the provision on the Partner’s premises. Assessment of the programmes will be conducted by the University as detailed in this Manual. Further details of the Model are accessible via the following University guideline link

3.2For a full list of programmes/sites covered by this manual please refer to the Memorandum of Agreement – Quality Assurance and Schedule of Programmes Annexes, available on request from Quality Assurance and Enhancement.

4.0CONTACTS INFORMATION

4.1‘Central’ and key FacultyUniversity of Sunderland contacts

Atkinson, Ms Shirley - Deputy Vice Chancellor /
tel: 0191 515 2460
Elliott, Mr Peter - Educational Partnerships Administrator, Recruitment and Business Partnerships /
tel:: 0191 515 3892
Fidler, Professor Peter - Vice Chancellor /
tel: 0191 515 2036
Gardner, Ms Carol - Senior Quality Assurance & Enhancement Officer, Officer to Higher Education in Further Education Practitioner’s Group and central contact for Foundation Degree Forward /
tel: 0191 515 2065
Greene, Ms Carole - Educational Partnerships Administrator, Recruitment and Business Partnerships /
tel: 0191 515 2806
Mennell, Professor Julie
Deputy Vice Chancellor (from 1st September 2010) / To be advised
Ollerenshaw, Ms Beatrice – Director of Academic Services /
tel: 0191 515 2060
Patience, Ms Sue – Collaborative Provision Manager /
tel: 0191 515 2063
Pritchard, Mr Oliver – Assistant Director (Student & Learning Support) /
tel: 0191 515 2903
Reece, Ms Sue – Director of Student Recruitment and Business Partnerships /
tel: 0191 515 3803
Robertson, Ms Susie – Senior Quality Assurance & Enhancement Officer and Officer for Collaborative Practitioner’s Group /
tel: 0191 515 2069
Rowan, Mr Iain – Assistant Director of Academic Services /
tel: 0191 515 2433
Walters, Ms Andrea – Director of Human Resources /
tel: 0191 515 3427

4.2Faculty, Department, and ProgrammeUniversity of Sunderlandcontacts:

[will need expanding if partner has relationships with more than one faculty and also in respect of each programme covered by the manual]

Dean of Faculty / xxxxxxxxxxxx
Faculty Associate Dean (Student Experience) / xxxxxxxxxxxx
Faculty Quality Management Sub-Committee Chair / xxxxxxxxxxxx
Centre Leader / xxxxxxxxxxxx
Programme Assessment Board Chair / xxxxxxxxxxxx
Programme Board of Studies Chair / xxxxxxxxxxxx
Module Assessment Board Chair / xxxxxxxxxxxx
Module Board of Studies Chair / xxxxxxxxxxxx
Programme Leader / xxxxxxxxxxxx
Administrative staff / xxxxxxxxxxxx
General Enquiry Telephone number for the Faculty / xxxxxxxxxxxx

4.3Partner Contacts

5.0 ROLES AND RESPONSIBILITIES

The sections below represent broad responsibilities that are described in more detail in relevant sections of this Manual.

5.1The University has responsibility for:

  • The Award
  • Quality assurance of the provision including the quality of the student experience
  • Programme planning, design and review (including approval of modifications to modules/programme and curriculum development)
  • Programme assessment and moderation
  • The provision of the Centre Leader and Programme and Module Leaders at the University
  • The quality assurance of the partnership
  • The approval of public information including marketing materials in respect of the provision
  • Programme admission decisions and the registration of students to the University’s student records system (SITS)
  • The issuing of offer letters to students
  • Student induction, student academic support and student feedback
  • Information services support (providing any agreed access to the University’s Library services)
  • The appointment of and liaison with external examiners
  • The organisation, management and operation of Assessment and Studies Boards
  • Amendment and discontinuation of programmes with agreed notice
  • Provision of transcripts of results and final award parchments.

5.2The Partnerhas responsibility for:

  • Adhering to University policy and procedures
  • The co-ordination of student applications
  • Student records management
  • Information services support, e.g. ensuring agreed levels of library facilities at each site of delivery together with any other agreed specialist resources
  • The marketing of the programme for local recruitment
  • The submission of public information including marketing materials to the University for approval following any in-house Partner approval prior to their implementation
  • Student pastoral support.

6.0LEARNING AND TEACHING

6.1Learning and teaching of the programme will be as described in the student handbook and programme and module guides.

7.0 PUBLIC INFORMATION

7.1The University will be responsible for: receiving and approving the accuracy of publicity materials prior to their implementation, and regularly monitoring these and other information issued to registered or prospective students in respect of the collaborative provision.

7.2The Partner will be responsible for:

a)submitting to the University, publicity materials in respect of the provision, for approval prior to their implementation;

b)publicising locally the availability of the programme(s) and the recruitment and admission arrangements.

N.B.The University reserves the right to publicise its collaborative programmes in its own publicity materials and in other publicity materials agreed with its partners.

7.3It is important that promotional materials produced within the Partner organisation that refer to the University provision covered by the Memorandum of Agreement are approved by the University prior to implementation. These materials could include newsletters, advertisements, prospectuses, library documents or promotional web-pages. These should be submitted by the Partner to the University (via the University Centre Leader or equivalent) in the first instance, who will procure Faculty approval in accordance with the University’s Collaborative Processes.

8.0 ALLOCATION OF STUDENT NUMBERS

8.1The number of student places per annum will be agreed with the University in accordance with the Financial Annex to the Memorandum of Agreement.

9.0STUDENT RECRUITMENT, ADMISSIONS, REGISTRATION AND STUDENT RECORDS

9.1The University will be responsible for:

a)liaison between the Partner and the University regarding the offering of conditional (and, subsequently, unconditional) places on the programme(s);

b)issuing conditional and unconditional place offers, including admissions Terms and Conditions, (and, where appropriate, to specify the IELTS (International English Language Testing System) score requirements) to student applicants in accordance with University programme regulations;

c)approving/declining non-standard entry applications in accordance with the Accreditation of Prior Learning (APL) procedures of the University.

9.2The Partner will be responsible for:

a)forwarding completed student application forms to the University prior to the programme start date;

b)communicating with the University regarding University approval of non-standard entry applications.

9.3The University, via the Programme Leader/Centre Leader (as shall be agreed) will liaise with the Partner regarding the arrangements for admitting and registering students. The University’s standard admissions criteria are included in the University’s programme regulations. Any programme specific admissions criteria will be agreed by the University Deputy Vice Chancellor and reflected in the approved programme specification.

9.4Entry Criteria

The normal entry criteria for admission to the agreed University programmes are detailed in the relevant University programme specifications and University of Sunderland academic regulations accessible through:

Any articulation routes will also need to be approved by the relevant University Faculty Quality Management Sub-Committee (FQMSC).

9.5Enrolment and Registration

9.5.1The University will be responsible for:

a)ensuring that students are registered at the start of their programme and accurately inputting student information onto the Student Records System (SITS);

b)generating a University student ID for all registered students and issue of a welcome pack to include an email account and facilitate access to the University intranet;

c)providing data reports drawn from the University Student Records System (SITS) as necessary, e.g. to inform the monitoring reports the Partner is required to produce.

9.5.2The Partner will be responsible for:

a)returning completed student registration forms to the University in accordance with University deadlines;

b)providing the University with accurate student progress information as necessary in a timely fashion.

9.6Re-enrolment

  • All students whose studies cover more than one academic year will be required to re-enrol at the beginning of the subsequent year, once progression is confirmed by the University Programme Assessment Board.
  • The University will send “Re-enrolment” forms to the Partner, from where they will be forwarded to students as appropriate with instructions for completion. The Partner will ensure that Re-enrolment forms are completed by students and returned to the University via the Programme Leader/Centre Leader (as will be agreed) in accordance with the deadline specified by the University.

10.0 STUDENT INDUCTION

10.1General

10.1.1The University will be responsible for:inducting registered students as University of Sunderland students and to their programme of study.

10.1.2Induction of students will be conducted by the University; the precise arrangements for which will be agreed with the Partner at the start of each cohort.

10.1.3It is important for students to be inducted to both the site at which they are studying and to any facilities to which they will have access at the University. Even though students may be based at the Partner organisation for the duration of their programme they may wish to access certain University facilities (as agreed in the Memorandum of Agreement), such as the library.

10.2Information to be provided for students during induction

  • Contact details for students (to be completed by the Partner and the University)
  • Study skills information
  • Information about pastoral support
  • Programme Regulations
  • Procedures and Administration
  • Information on student and learning support including careers advice
  • Information on the University’s Library services and those of the Partner
  • An assessment cover sheet
  • A mitigation form
  • Assignment extensions
  • Changes to personal details information
  • Withdrawal from the programme/Leave of absence information
  • Appeals and complaints procedures
  • Health and safety information

10.3Student Induction programme (typical content)

10.3.1Student induction programmes will normally include:

  • Introduction to the Partner and the University – roles, access to facilities, contact details
  • Information regarding pastoral support
  • An overview of the programme structure and explanation of assessment requirements
  • Discussions on study and assignment writing skills
  • The opportunity to discuss expectations and what students want to achieve from the programme
  • Advice on reading material
  • Details on what students can expect from their tutors
  • An overview of the programme regulations including those on re-assessment and mitigation, plagiarism etc.
  • Administration information such as how to access the University of Sunderland Library services including on-line resources (where access to these is permissible)
  • Networking and introduction – sharing experiences/expectations
  • Discussion of how student representatives are elected
  • Student feedback mechanisms
  • Schedule of assessment
  • Consideration of results
  • Procedure for publication of results

11.0 PROGRAMME DELIVERY

11.1University Responsibilities

The University will be responsible for:

a)designing and developing the structure and curriculum of the programme(s) and associated taught modules approved to be delivered by the University;

b)approving alterations to programme and/or module content, mode of delivery and assessments;

c)designing and issuing to the Partner operations manual(s) detailing the precise arrangements that will be in place to facilitate the delivery, quality assurance and management of the programme(s), (and, where appropriate, employer student mentor handbook(s));

d)issuing all appropriate guides and handbooks to students in accordance with the arrangements specified in the operations manual;

e)establishing, Chairing and managing Programme and Module Boards of Studies as required for the programme(s) and the associated modules;

f)establishing a technology assisted learning environment for the programme(s), e.g., to facilitate access to on-line facilities by registered students.

11.2Partner Responsibilities

The Partner will be responsible for:

a)providing suitable premises to facilitate the day-to-day management, co-ordination of operation and delivery of the approved programme(s) including the teaching of full-time/part-time sessions that will be based at the Partner’s premises and taught by University staff;

b)providing facilities for the storage and issue of learning materials;

c)the provision of suitable computer hardware and software resources including power point and video conferencing facilities;

d)the supervision of work-based assessments, appropriate training for student mentors, and the risk assessment of practice placements.

11.3More broadly, the University is responsible for the day to day management, co-ordination of operation and delivery of the approved provision and its associated modules including all teaching of full-time/part-time/full-time notional (as appropriate) sessions.

11.4The University will maintain an appropriate number and range of teaching staff (who possess the necessary subject expertise) allocated to teach on the University provision.