Present:Tessa Blackstone (Chair)Christine Rose (Secretary)

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ACADEMIC COUNCIL

SUMMARY MINUTES FROM THE SIXTH MEETING OF 2009 OF ACADEMIC COUNCIL, HELD ON THURSDAY 26 NOVEMBER 2009 AT 3.00 PM IN ROOM 075, QUEEN ANNE COURT, GREENWICH CAMPUS

Tom BarnesPeter Burt Maureen Castens Linda Cording Alec Coutroubis Iain Cumming

Ndy EkereMary Farrell

Joanne FinkelsteinNeil Garrod Richard Hayward Dean Gilbert

David IsaacSimon Jarvis Les Johnson Anneyce Knight Pam Maras Liz Meerabeau Nigel Newbutt John Orchard Chris Philpott Liz West

In attendance:Christine CouparBob Dolden

Sue GoldingHenry Hill

SarahHillsDan Jones John Mitchell Suzanna Stein Simon Walker

Apologies:Alev AdilPatrick Ainley

Liz BaconWendy CealeyHarrison John Crowley Peter Dalton

Paula FletcherAvril Hocking

Mary Clare MartinTim Paget

Lucie PollardGuy Poulter

Alan ReedMartin Snowden

09.6.1. / MINUTES OF THE PREVIOUS MEETING OF ACADEMIC COUNCIL HELD ON 14 OCTOBER 2009
The following amendment to the Summary Minutes was noted:
Item 09.5.2 – first bullet point to read: It was noted that this referred to those exit awards outside of the scope of the FHEQ which students gained as a result of securing insufficient credit for fall-back awards such as the University Certificate, Diploma and Advanced Diploma.
Subject to the above amendments, the Summary Minutes of COUNCIL held on 14 October were agreed as an accurate record.
MATTERS ARISING FROM THE MINUTES:
9.4.4 COUNCIL recommended that Schools should write a paper for COUNCIL detailing Employability activity and sharing successes and difficulties encountered:
COUNCIL considered reports from the Schools of Architecture & Construction and Engineering.
The Head of Architecture & Construction commented on the difficulties within the sector of gaining student placements in the current economic climate. The School is exploring unpaid internships to facilitate suitable practice experience for students.
The Head of Engineering advised COUNCIL that the Business First initiative which is led by CanterburyChristchurchUniversity is a joint bid with the Universities of Kent, Greenwich and the Creative Arts which has generated HEFCE funding of over £300K. The initiative enables Kent businesses to provide placement opportunities to graduates at no cost, in a bid to support business in the economic downturn. COUNCIL requested a report on the results of this initiative when known.
COUNCIL noted the reports.
9.5.4COUNCIL recommended that Schools reflect on areas that did not score highly in the National Student Survey and that good practice should be shared from higher scoring departments.
COUNCIL noted a report from the School of Science but advised that further reports of this kind were not required to be considered by COUNCIL.
9.5.10 REVIEW PANEL – APPEAL AGAINST POSTGRADUATE EXAMINATION DECISION
The Head of School of Health & Social Care advised COUNCIL that the system would be more robust if contact withtheexternal examineris routed through an adminstrative office. A further meeting would be arranged with the Director of Student Affairs and the Chair of the Research Degrees Committee to look into the matter.
09.6.2. / QUALITY ASSURANCE AGENCY (QAA) INSTITUTIONAL AUDIT:
MARCH 2009: PROGRESS REPORT
COUNCIL considered a report outlining the University’s current status and proposed intentions in respect of the QAA Institutional Audit Report recommendations. The Deputy Vice-Chancellor (Academic Development) informed COUNCIL that since the report had been published progress had been made in respect of Desirable Action 5.
A training course has been identified for current post graduate teaching students and Schools have been given a deadline of 8 December to identify relevant students.
The Head of Architecture & Construction advised COUNCIL that one of the professional bodies involved with the School has suspended the approval of new courses, and will require the revalidation of existing programmes later in 2010 pending QAA’s judgement regarding our responses. The Deputy Vice-Chancellor (Academic Development) advised that a final judgement from the QAA may take up to 12 months. COUNCIL suggested that once the University’s Action Plan is approved, the School can communicate this to the appropriate validating body.
COUNCIL noted the report.
09.6.3. / QUALITY ASSURANCE AGENCY (QAA) COLLABORATIVE PROVISION AUDIT: MARCH 2011
The Deputy Vice-Chancellor (Academic Development) provided COUNCIL with a document summarising the key timelines, proposed membership of the Audit Preparation Group and related tasks, details of the Collaborative Provision audit and the structure of the Institution’s briefing paper. COUNCIL was advised that it is essential to comply with the proposed timeline and outlined three key issues:

Ensure that evidence prepared goes beyond the basic requirements of the QAA and highlights good practice
It is essential that all Schools, senior management teams and staff involved in the audit familiarise themselves fully with the QAA requirements
All Schools also need to familiarise themselves with the briefing paper

The Chair emphasised that the success of this audit is critical.
COUNCIL noted the briefing paper and approved the proposed membership of the Audit Preparation Group.
09.6.4. / REVISED ACADEMIC REGULATIONS
COUNCIL received a proposed amendment to the academic regulations relating to Awards and Classification for Honours. The Deputy Vice-Chancellor (Academic Development) informed COUNCIL that an Assessment Working Group has been established to address the QAA Institutional Audit advisable recommendation regarding degree algorithms. The Group met in November and established the proposed changes to simplify aggregation and weighting of undergraduate honours degrees.
COUNCIL noted the importance of clear record taking at PABs to cover audit trails, particularly where an individual decision is borderline or falls outside of the overall GPA profile. COUNCIL discussed the use of marking scales and emphasised the need for the full range of marks to be used to fully reflect student achievement. The Deputy Vice-Chancellor (Academic Development) advised that the working group will be meeting again to discuss assessment marking and mark scales in greater detail.
COUNCIL acknowledged the need for swift and accurate notification of the changes to School PABs (via Academic Council) and the student population. The Director of Student Affairs advised that the University web pages would be updated immediately.
COUNCIL endorsed the revised academic regulations for implementation at the summer 2010 PABs and noted the deletions from the 2007 Regulations.
09.6.5. / LENGTH OF TAUGHT MASTERS PROGRAMMES
The Deputy Vice-Chancellor (Academic Development) provided COUNCIL with a report undertaken by Academic Planning Sub Committee of the length of Masters programmes as compared with to the length of the programme that appears on visa and offer letters. The report identified considerable differences across Schools and concluded that the current position is untenable. In addition this inconsistency of practice may cause problems with the UK Border Agency and the implementation of the Points Based System.
COUNCIL discussed the recommendations of the report in detail. Concern was expressed about January start programmes and particularly completion of the dissertation within the proposed new timeframe. It was noted that affected Schools will need to look at programme structure to allow dissertations to commence alongside taught elements of the programme.
COUNCIL endorsed the four recommendations identified within the report:
i)Length of full-time taught postgraduate masters programmes starting in September to be 12 months and the length of masters offer letters to be consistent with this. Compatibility with visa letters is necessary
ii)Length of full-time taught postgraduate masters programmes starting in January to be 12 months and the length of masters visas and offer letters to be consistent. Schools to ensure that programme design is sufficiently flexible for 48 weeks continuous learning. APSC may exceptionally approve 15 month programmes coupled with a longer length specified in the visa and offer letter but fees would need to reflect the additional time period
iii)Length of all part-time masters programmes and associated visa and offer letters to be consistent. The normal length to be 2 years with longer periods considered on a case by case basis
iv)Full-time MBA International Business (24 months) to also provide a visa and offer letter which are consistent.
09.6.6. / ASSESSMENT AND FEEDBACK PROJECT: 2007/2009
Simon Walker, Head of the Educational Development Unit, provided COUNCIL with an overview of this project which has been considered in detail by Learning & Quality Committee.
COUNCIL endorsed the four recommendations identified within the report:
i)To embed principles of assessment which recognise the dual purpose for certification and life long learning
ii)To review and modify all programmes to ensure an appropriate balance and interaction between formative and summative assessment
iii)To review coursework submission systems, promote effective use of ICT to aid feedback and to provide users with relevant information regarding marking and moderation procedures
iv)To develop a framework for action as detailed for dissemination to Schools
09.6.7. / EQUALITY IMPACT ASSESSMENTS AT THE UNIVERSITY OF GREENWICH
The Director of Student Affairs reported on the context within which Equality Impact Assessments (EIAs) take place within the University, the membership and remit of the Impact Assessment Committee, different strategic approaches and the types of impact assessment that have been undertaken in the University. Planned work for 2009-2010 includes five impact assessments looking at policy and procedures in assessment and marking, review and validation, student mental health policy, staff sickness management and the Single Equality Scheme. COUNCIL noted that the timescale for the EIA of Review and Validation was not realistic given the requirements for those staff involved relating to the Institutional Audit. COUNCIL endorsed the plan for four of the EIAs to progress as specified. COUNCIL requested that the EIA relating to the Learning & Quality Unit be removed from the plan for 2009-2010.
09.6.8. / a) REPORT ON REGISTRATION
The Deputy Director of Student Affairs (Admin Systems), provided COUNCIL with a report on Registration for 2009-2010. COUNCIL was advised that registration had closed on 6 November for new and continuing main site students and on 13 November for Partner and NetworkColleges. All unregistered students from this point were formally withdrawn. The rigorous process in place has resulted in statistical data being the most accurate recorded for this point in the year. Student communication has been enhanced including improved online processes and an increase in the effectiveness of the call centre. Key challenges for next year include improving the quality of data entry at the admissions stage and meetings have taken place with the Head of Admission.
COUNCIL noted the report.
b) REGISTRATION DATA: 6 NOVEMBER 2009
The Head of Planning and Statistics informed COUNCIL that student numbers had changed marginally from the published report and advised that the registration cycle has been buoyant both on and off campus this year. COUNCIL was informed that the University full-time home student numbers will exceed the government’s cap for this year by a significant number. The issue of registered students who have since dropped out was raised, COUNCIL was advised that Schools have been asked to scrutinise their own withdrawal data to identify those students no longer in attendance and report back.
COUNCIL discussed the issue of further potential drop-out of students still waiting payment of student loans given difficulties at Student Finance England. It was noted that the National Student Support System is still problematic with some students requiring ongoing emergency loans whilst awaiting formal loan payments. The University will ensure that emergency funds continue to be available to affected students.
COUNCIL noted the report.
09.6.9. / KEY PERFORMANCE INDICATORS: 2009
SETTING THE BASELINE FOR A NEW SET OF INDICATORS
COUNCIL considered a report about new Key Performance Indicators (KPIs) for 2009 onwards. The University Secretary and Registrar advised COUNCIL that the proposed KPIs have been formally approved by the University Court. The data used is base line data for local information at this stage, augmented data for comparison purposes will be utilised and reported in an enhanced format in the future.
COUNCIL noted the report.
09.6.10. / SERVICES TO STUDENTS: 2008/2009

WELFARE AND STUDENT SUPPORT

The Deputy Director of Student Affairs (Services for Students), provided COUNCIL with the Welfare & Student Support annual report. COUNCIL was advised that the whole service moved away from a one-to-one to a workshop delivery mode to maximise resources and give greater access to targeted student groups. Other key aspects of the report were outlined:

Launch of the Student Mentoring and Retention (SMART) project resulting in increased retention of failing first year students
The ‘missing in action’ initiative whereby Chaplaincy staff visit non-attending international students following a tutor referral
Overall reduction in the number of students withdrawing, with 134 out of 139 counselled students choosing not to withdraw but to remain on programme.
A move to a more generic welfare delivery system to enable counsellors to have access to larger numbers of students via workshops, project work and drop-ins

COUNCIL thanked the Deputy Director for her summary and requested an evaluation of the success rates of retained students through the SMART project for next year’s report.
COUNCIL noted the report.
09.6.11. / a) ACADEMIC SCHEDULE OF DATES: 2010-2011
The Director of Student Affairs provided COUNCIL with a report detailing the key issues discussed in the finalisation of the Schedule and proposing two minor changes from previous sessions:

Bring dates of Extenuation Panels forward
Shift the timing of reconvened PABs

COUNCIL was advised that the report had already been considered by the Academic Planning Sub Committee, at which the above proposals were endorsed. Some concern was raised over the re-timing of the PABs. COUNCIL was advised that the timings are a guideline.
COUNCIL endorsed the proposed schedule and recommended that more detail regarding post graduate programmes be incorporated within the final schedule.
b) ACADEMIC SESSION DATES: 2011-2012
The Director of Student Affairs provided COUNCIL with the proposed academic session dates for 2011-2012. COUNCIL was advised that the schedule is based on the same model used for the previous three sessions.
COUNCIL endorsed the session dates 2011-2012 and recommended that more detail on start dates for particular Schools (i.e. School of Health and Social Care) be provided.
09.6.12. / WEDNESDAY AFTERNOON POLICY: SPORTS
COUNCIL considered a paper from the Students’ Union regarding the enforcement of the Wednesday Afternoon Policy for Sport. Dan Jones, Vice-President SUUG advised COUNCIL that since the policy’s inception in 2002 an increasing number of lectures have been scheduled on Wednesday afternoons affecting team selection and fixtures. The University Secretary and Registrar confirmed that there is now a significant amount of undergraduate teaching on Wednesday afternoons and following a recent meeting with the SUUG, relevant Schools have been written to.
COUNCIL agreed that the University remains committed to the original policy instigated in 2002. Schools are encouraged to reschedule lectures where possible in 2009-2010. The School of Health and Social Care is exempt from this policy.
09.6.13. / TERMS OF REFERENCE
i)University Research Ethics Committee
The Chair of the Research Ethics Committee provided COUNCIL with a report detailing a proposed revision to the Research Ethics Committee Terms of Reference and Membership to identify within each School who is responsible for ethics issues.
Following discussionon the issue of School representation, COUNCILconcluded that further clarity is required with regard to the wording of section 1 ‘Membership’.
COUNCIL recommended that the paper goes back to Research Ethics Committee for a review of the wording for future presentation to COUNCIL for endorsement.
ii)Academic Collaboration Committee
The Deputy Vice-Chancellor (Academic Development) provided COUNCIL with a report detailing a proposed revision to the Academic Collaboration Committee Terms of Reference and Membership. COUNCIL was informed that the main purpose of these changes is to clarify roles within Academic Collaboration Committee in preparation for the QAA audit and to strengthen inter-relationships with other University committees.
COUNCIL noted the report and endorsed the revised Terms of Reference.
09.6.14. / ANNUAL MONITORING:
ANNUAL REPORTS: CENTRAL COMMITTEES 2008/2009
i)Research and EnterpriseCommittee
The Deputy Vice-Chancellor (Research & Enterprise) provided COUNCIL with a summary of the activities of the Research and Enterprise Committee. It was reported that revenue had increased by over 25% in the last year,reversing a year-on-year decline over the previous five years. Contracting in Schools also substantially increased. It was noted that the University will need to continue this growth and improve the impact and quality of research in order to do well in the forthcoming Research Excellence Framework rounds. Other key activities and successes included strong growth in the number of Knowledge Transfer Partnerships, the first financing success for spinout from the University (Toximet Ltd) and the 2008 Times Higher Award for Innovation and Technology which was awarded to a further University spinout (Carbon8). Additionally a collaboration between theSchoolof Computing and Mathematical Sciences and the Cutty Sark Trust was named Knowledge Transfer Collaboration 2008 at the London Knowledge Transfer Awards.
COUNCIL noted the report.
ii)Academic Collaboration Committee
The Deputy Vice-Chancellor (Academic Development) provided COUNCIL with a summary of the work of the Academic Collaboration Committee which continues to focus on the oversight and monitoring of the University’s collaborative provision i.e. programmes offered with an approved external partner and leading to a named award within the University’s academic portfolio. It was noted that the headcount on collaborative programmes had reached over 8,000 by mid 2009 with the number continuing to increase. The report recommended further discussion with Partner Colleges regarding the development of Foundation Degrees.
COUNCIL noted the action plan for 2009-2010 which included finalising arrangements for affiliate registration, ensuring adequate and appropriate data regarding collaborative provision, preparation for the 2011 Collaborative Provision Audit and further re-visiting the terms of reference and membership of the Academic Collaboration Committee.
09.6.15. / CONFIRMATION OF RECOMMENDATION OF EXAMINERS: PhD AND EdD
COUNCIL ratified the recommendation.
MINUTES OF ACADEMIC COUNCIL COMMITTEES
COUNCIL noted that minutes are now circulated online prior to the meeting.
09.6.16. / (a) CENTRAL COMMITTEES
No comments received.
i)FLOW OF MINUTES INTO ACADEMIC COUNCIL
COUNCIL noted the flow of minutes.
(b) SCHOOL BOARDS
No comments received.
i)FLOW OF MINUTES INTO ACADEMIC COUNCIL
COUNCIL noted the flow of minutes.
09.6.17. / ITEMS FOR INFORMATION
Date of the next meeting of academic council:
Thursday 28 January 2010, Queen Anne 075, 3pm

Signature………………………………………………..Date………………………