AQH-I3-A3 Operations Manual Guidelines for the Validation Model of Collaboration
Version 3.0 August 2013
Operations Manual for programmes approvedto be offered by [PARTNER NAME] and validated by the University of Sunderland in accordance with the University’s Validated Collaborative Model
Version History of Template (for QAE use only):
Version / Occasion of Change / Change author / Date of modification / Modifications made1.0 / Original placed in Academic Quality Handbook / C Gardner / September 2012 / Updated to reflect more closely the revised models of collaborative provision and related guidance
2.0 / Produced to reflect new Models of Collaborative provision from September 2011 / S Patience / March 2013 / Updated to reflect new Collaborative Provision Agreement Quality Annex
3.0 / Annual review of Quality Handbook / A Carlton / August 2013 / link update
Implementation and Modification History (for Faculty use only):
Version / Occasion of Change / Change author / Date of modifi-cation / Modifications made / Version signed off by Faculty (date & details) / Date issued to Partner for implement-ation1.0 / Produced to reflect new Models of Collaborative provision from September 2011 / Carol Gardner
Your support and co-operation will be very much appreciated, and any feedback you can provide on the effectiveness of the Operations Manual template and/or notification of any broken links/other inaccuracies would be gratefully received. Please contact Quality Assurance and Enhancement at the University of Sunderland via
This document should be issued to the following people:
At the University:
· Centre Leader / Faculty Partnership Leader
· Programme Leader(s) as appropriate
· Faculty Quality Officer
· Faculty Administration Support
At the Partner:
· Programme Leader(s) as appropriate
· Administration Support
CONTENTS
1.0 INTRODUCTION 4
2.0 EQUALITY AND DIVERSITY 5
3.0 COMMUNICATION CHANNELS 5
4.0 WHO IS RESPONSIBLE FOR WHAT 7
5.0 APPOINTMENT OF STAFF 7
6.0 INDUCTION AND DEVELOPMENT OF TEACHING STAFF 8
7.0 PROGRAMME DESIGN AND ONGOING DEVELOPMENT 11
8.0 IN-COUNTRY APPROVAL TO OPERATE 13
9.0 APPROVAL OF PUBLIC INFORMATION 13
10.0 STUDENT RECRUITMENT AND ALLOCATION OF STUDENT NUMBERS 14
11.0 STUDENT ADMISSIONS, REGISTRATION AND RECORDS 14
12.0 STUDENT INDUCTION 16
13.0 STUDENT SUPPORT AND REPRESENTATION 17
14.0 STUDENT COMPLAINTS, APPEALS AND DISCIPLINARY PROCEDURES 18
15.0 PROGRAMME DELIVERY 20
16.0 LEARNING RESOURCES 21
17.0 ASSESSMENT 21
18.0 EXTERNAL EXAMINERS 23
19.0 ISSUE OF ACADEMIC TRANSCRIPTS AND AWARD PARCHMENTS 24
20.0 QUALITY MANAGEMENT SYSTEMS INCLUDING REVIEW 24
21.0 PROGRAMME OR PARTNERSHIP TERMINATION 28
22.0 GLOSSARY OF TERMS 28
23.0 USEFUL LINKS 31
Appendix One (to be added by Faculty): Quality Annex to the Collaborative Provision Agreement
1.0 INTRODUCTION
1.1 This 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 awards offered through collaborative arrangements. It is specifically tailored to accommodate University requirements relating to its Validated Model of Collaboration. Mutual understandings are essential to assure parity of the student experience, regardless of the site of delivery. The University recognises it is important to avoid jargon and a glossary of terms is included in this manual. A set of useful links to other information sources is also provided.
1.2 This manual is designed by the University but may be contextualised by the Partner with University agreement. The core sections included in the manual may not be altered. The Partner is responsible for ensuring that this is issued to all staff who contribute towards programme delivery. It amplifies the roles that staff in each organisation are expected to fulfil as laid down in the Collaborative Provision Agreement that governs this collaboration (cf 1.4).
1.3 Sections from the Quality Annex to the Collaborative Provision Agreement between the University and the Partner are included as core italicised and emboldened sections presented in grids throughout the Manual, beneath which the specific requirements are explained in more detail. Please refer to the Quality Annex to this Agreement – see Appendix One. These Agreements are normally reviewed every six years. Agreements with partners are drawn up to reflect the University of Sunderland’s Collaborative Processes - see: https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-5273/AQH-I1+Collaborative+approval+and+review+processes.doc
together with the University’s’ Collaborative Models of Provision paper
(https://docushare.sunderland.ac.uk/docushare/dsweb/View/Collection-7996) and relevant sections from the Quality Assurance Agency’s UK Quality Code for Higher Education (e.g. Chapter B10 Managing higher education provision with others http://www.qaa.ac.uk/Publications/InformationAndGuidance/Pages/quality-code-B10.aspx ).
Please refer to the University’s Academic Quality Handbook for all guidelines referred to in this manual, see:
http://services.sunderland.ac.uk/academic-services/academic-quality-handbook/
1.4 To optimise effective communications it is important that appropriate mechanisms and communication channels are in place for contacting relevant staff and to resolve issues in a timely manner. The University will produce a clear schedule of activities each year including the date and time of various activities including relevant Board/meeting dates. The University will appoint a Faculty Partnership Leader as the member of staff who takes responsibility for management of the relationship with a given collaborative partner for an agreed subject area and the relevant programmes. For University guidance on the role of Faculty Partnership Leader please refer to: https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-8076
2.0 EQUALITY AND DIVERSITY
2.1 The University values and promotes equality and diversity forits staff and students. In line with its strategic aims, it works to ensure that all members of the community treat one another with respect and dignity.
This University’s Equality and Diversity website:
http://services.sunderland.ac.uk/hr/equalityanddiversity/
aims to provide details on developments related to equality and diversity within the University, guidance for both staff and students, and resource information on good practice. The University of Sunderland operates a strict equality and diversity policy. It will therefore not tolerate discriminatory practices. Copies of the University’s position policies on this are available on the website via the above link.
3.0 COMMUNICATION CHANNELS
3.1 From the outset, it is important to establish and maintain effective communication channels to assure the successful operation, quality assurance and management of the provision. At the practitioner level, communications between Programme Leader at the partner and the Centre Leader at the University in particular should be established from the outset.
3.2 ALTER AS NECESSARY AS NOT APPLICABLE TO SOME PARTNERSHIPS. Also at the practitioner level, an informal University Higher Education in Further Education Practitioner’s Group (HEFEPG) exists to promote the sharing of good practice, dissemination of new or updated University processes, and pedagogical issues. All FE colleges with whom the University has a current collaborative partnership arrangement are represented on HEFEPG. Partner representatives on this group often act as a central channel through which the University issues information and guidance for wider circulation within their organisation.
3.3 The current University Management Structure is accessible through:
https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-14/University%20Organisation%20January%202012%20(final).pdf
3.4 Faculty Structure: University of Sunderland
3.4.1 Please refer to http://www.sunderland.ac.uk/faculties/ to access up-to-date details relating to specific individuals/Departments.
Each University Faculty includes:
· a Dean
· Associate Dean – Student Experience,
· Associate Dean – Resources, Research and External Engagement,
· Associate Dean – Recruitment and Development, and
· Heads of Department.
The current Faculty structure is as follows:
Faculty / DepartmentsApplied Sciences / Department of Computing, Engineering & Technology
Department of Psychology
Department of Pharmacy, Health & Well-being
Department of Sport & Exercise Sciences
Education and Society / Department of Education
Department of Social Sciences
Department of Culture
Business and Law / Sunderland Business School
Department of Law
Department of Tourism, Hospitality and Events
Arts, Design and Media / Department of Arts & Design
Department of Media
Figure 1: University Faculties and Departments
3.5 A selection of current University contacts according to role:
Vice Chancellor and Chief Executive / tel: 0191 515 2036Deputy Vice Chancellor & Chief Executive (Academic) / tel: 0191 515 2039
Deputy Vice Chancellor & Chief Executive (Resources) / tel: 0191 515 2460
Director of Academic Services / tel: 0191 515 2060
Assistant Director of Academic Services / tel: 0191 515 2433
Assistant Director (Marketing and Recruitment - TNE) / tel: 0191 515 2283
Assistant Director (Marketing and Recruitment - UK) / tel: 0191 515 2667
Assistant Director (Student & Learning Support) / tel: 0191 515 2903
Collaborative Provision Manager / tel: 0191 515 2063
Senior Quality Assurance & Enhancement Officer / tel: 0191 515 2065/
0191 515 2069
Educational Partnerships Office,
Marketing and Recruitment / tel: 0191 515 2806
Faculty, Department, and programme University of Sunderland contacts:
[to be annotated as appropriate]
Role / Telephone/emailDean of Faculty / xxxxxxxxxxxx
Faculty Associate Dean (Recruitment & Development) / xxxxxxxxxxxx
Faculty Associate Dean (Student Experience) / xxxxxxxxxxxx
Faculty Quality Management Sub-Committee Chair / xxxxxxxxxxxx
HE in FE Practitioner’s Group nominee if appropriate
Faculty Partnerships Leader / xxxxxxxxxxxx
Programme Assessment Board Chair / xxxxxxxxxxxx
Faculty Programme Studies Board representative / xxxxxxxxxxxx
Faculty Programme Leader / xxxxxxxxxxxx
3.6 The current Management Structure of the Partner organisation is [To Be Inserted
3.7 Partner Contacts (to be completed by Partner)
Role / Telephone/email4.0 WHO IS RESPONSIBLE FOR WHAT
4.1 The Quality Annex to the Collaborative Provision Agreement (see Appendix One), signed between the University and the Partner at Chief Executive level, clearly describes the aspects of quality, assurance and management that the Partner and/or the University is responsible for fulfilling.
5.0 APPOINTMENT OF STAFF
Core Activity/ responsibility / core requirement: Validated Model / University responsibilities – include actual statement from Annex / Partner responsibilities – include actual statement from AnnexConsider Partner staff CVs taking into account the expertise of individuals and the balance of expertise across the staff team / University / The University considers all CVs before staff teach on a programme/module leading to a University award. / The Partner submits staff CVs to the Faculty before the person starts to teach on a module and to seek advice before an appointment is offered.
5. 1 The Partner will put forward the CVs of staff whom it is proposed will teach on the agreed University programmes and modules in accordance with the curriculum vitae guidance below. Tutors recruited to teach on the approved programmes and modules are expected to have at least one year’s experience of Higher Education (HE) teaching at a level above that for which it is proposed they will be responsible for delivering. The Partner will also submit to the University for approval, via the Faculty Partnership Leader, a Matrix for each programme to be delivered at that Partner site, detailing the names of tutors whom it proposes will lead each programme and teach each of the programme modules. The Partner will ensure that an appropriate number and range of academic staff is attributed to the delivery of each programme covered by the Collaborative Provision Agreement. A maximum number of modules that an individual member of Partner academic staff may lead will normally be agreed by the appropriate University Faculty.
5.2 To ensure appropriate liaison and management of the University programmes, the Partner will provide appropriate administrative support.
5.3 Where staff are appointed subsequent to the initial validation, the above procedure should be followed. Approved staff changes should be reflected upon in the annual monitoring report produced by the Partner.
5.4 Curriculum Vitae Guidance
5.4.1 The University’s guidelines on Partner Organisation Staff CVs are accessible via the following link.
https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-6508/AQH-I13%20Guidance%20to%20Partner%20Organisations%20on%20Staff%20CVs.doc
CVs of staff proposed to teach on University modules/programmes should be submitted to the University in accordance with the arrangements specified in the Quality Annex to the Collaborative Provision Agreement.
6.0 INDUCTION AND DEVELOPMENT OF TEACHING STAFF
Core Activity/ responsibility / core requirement: Validated Model / University responsibilities – include actual statement from Annex / Partner responsibilities – include actual statement from AnnexProvide staff development including pedagogical development, subject-specific development and awareness of UK and University quality and standards requirements. / The Partner. The University will provide an agreed amount of input but the staff development plan must be initiated, funded and implemented by the Partner. / Where appropriate the University will provide staff development in relation to its own operational processes and procedures. / The Partner will be responsible for ensuring the appropriate subject-specific development of its own staff.
6.1 Teaching Staff Induction
6.1.1 All teaching staff appointed should normally undergo a process of staff induction/development. The exact issues to cover in teaching staff induction will vary but will typically include:
· Learning and teaching issues; learning outcomes etc
· Academic regulations
· Academic support for students
· Assessment/feedback on assessment
· Quality Assurance issues/annual monitoring requirements etc
· Collection of student feedback
· Plagiarism and cheating
· Complaints procedure
· Access to library facilities
6.2 Teaching Staff Ongoing Development
6.2.1 The University will normally be responsible for inviting Partner staff to attend certain staff development activities organised by the University, e.g. collaborative conferences. Academic Development, accessible via:
http://services.sunderland.ac.uk/academic-services/academicdevelopment/
organises a range of continuing professional development activities throughout the year which are available to off and on-campus staff.
6.2.2 The Partner will normally be responsible for ensuring that its staff assigned to teaching on the programme engage in continuous professional development or scholarly activity/research to maintain the currency of their knowledge at an academic level above that which they are responsible for delivering to students. This could include in-house, external or University led activities.
6.2.3 It is extremely useful if dates of specific staff development sessions are included in an annual plan/calendar of operations (see below). Each party should advise the other as early as possible of the proposed dates of Programme and Module Boards in Assessment/Studies Modes. The dates of such Boards should be incorporated within the annual plan of operations so that all staff are aware of these at the start of each year. The current University academic calendar is accessible via: https://docushare.sunderland.ac.uk/docushare/dsweb/View/Collection-50.