AGENDA for the 2Nd Meeting of ACADEMIC COUNCIL in 2010 to Be Held on WEDNESDAY 24 MARCH
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the ACADEMIC COUNCIL
SUMMARY MINUTES FROM THE SECOND MEETING OF 2010 OF ACADEMIC COUNCIL, HELD ON WEDNESDAY 24 MARCH 2010 AT 3.00 PM IN ROOM 075, QUEEN ANNE COURT, GREENWICH CAMPUS
Present: Tessa Blackstone (Chair) Christine Rose (Secretary) Liz Bacon Tom Barnes Maureen Castens Linda Cording Alec Coutroubis John Crowley Mary Farrell Joanne Finkelstein Chris Philpott Paula Fletcher Neil Garrod Dean Gilbert Richard Hayward David Isaac Simon Jarvis Pam Maras Mary Clare Martin Liz Meerabeau John Orchard Lucie Pollard Martin Snowdon
In attendance: Christine Couper Wendy Cealey Harrison Jo Cullinane Debbie Hayes Sarah Hills Alan Reed Steve Wallis
Apologies: Alev Adil Salam Al Mosawi Peter Burt Peter Dalton Ndy Ekere Avril Hocking Les Johnson Anneyce Knight Guy Poulter Maninder Sekhon Liz West
10.2.1. MINUTES OF THE PREVIOUS MEETING OF ACADEMIC COUNCIL HELD ON 28 JANUARY 2010
10.1.2 – third paragraph. The Head of Architecture & Construction stated that the date originally advised for the validation event was incorrect. The revised date will be provided at the next meeting.
Subject to the above amendment, the Summary Minutes of COUNCIL held on 28 January 2010 were agreed as an accurate record.
MATTERS ARISING FROM THE MINUTES:
10.1.6 COUNCIL agreed that the term ‘week 0’ should be replaced with ‘week 1’ for all new students and that ‘week 1’ should include elements of teaching. The Director of Student Affairs advised COUNCIL that, following consultation, implementation of the revised approach will go ahead for the 2010-2011 academic year. This change will require both student and staff attendance in ‘week 1’. University documentation has been changed accordingly.
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 1 The Director of Student Affairs confirmed the following dates for the next session: Week commencing 13 September 2010 – Admin week Week commencing 20 September 2010 – Week 1. Teaching/Induction: New students Week commencing 27 September 2010 – Teaching begins for all students
10.1.8 COUNCIL noted the low figures of attendance for Study Skills services in the Schools of Science and Engineering. The Chair suggested that further commentary be provided. A report explaining the low attendance figures in the Schools of Science and Engineering was provided. In part, this was due to the fact that the Schools had embedded this area within the curriculum.
COUNCIL noted the report.
10.1.9i COUNCIL requested a more detailed analysis of the data relating to appeals for the next meeting A report giving supplementary information on Academic Appeals from the 2008- 2009 academic session was provided.
COUNCIL noted the report.
10.1.9ii In the light of the disciplinary cases about fires in Halls of Residence the Chair sought confirmation from the University Accommodation Policy on smoking in University accommodation COUNCIL received a report from the Head of Accommodation Services about smoking in Halls of Residence. Concerns were raised about the number of fires caused by students doing deep-fat frying, which is forbidden by accommodation regulations. Sanctions are in place to discipline students under the Student Code of Conduct. The University Secretary and Registrar advised COUNCIL that the Health & Safety Committee had discussed these issues and confirmed that all students are informed of the regulations during induction. Accommodation Services intend to arrange a demonstration by the Fire Service of the outcome of fires of this type to highlight the seriousness of the issue. Dean Gilbert, Students’ Union Vice President (Education) advised COUNCIL that the Students’ Union is currently liaising with Accommodation Services about a fire safety campaign.
10.2.2. QUALITY ASSURANCE AGENCY (QAA) INSTITUTIONAL AUDIT: MARCH 2009: PROGRESS REPORT
The Deputy Vice Chancellor (Academic Development) provided COUNCIL with a progress report on the QAA Institutional Audit Action Plan.
The Chair thanked the Deputy Vice-Chancellor for his report.
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 2 10.2.3. QUALITY ASSURANCE AGENCY (QAA) COLLABORATIVE PROVISION AUDIT: MARCH 2011: PROGRESS UPDATE
The Deputy Vice-Chancellor (Academic Development) informed COUNCIL that two meetings of the Collaborations Working Group had taken place with a third due imminently. Letters have been sent to all home and overseas partners seeking a range of information and also to ascertain areas of best practise. A register of all current collaborations is being prepared together with an audit of documentation held by Schools. All Schools have now had their paperwork examined by a member of the Collaborations Working Group. Substantial gaps remain. Schools were reminded of the importance of being able to locate all relevant paperwork for the audit.
A first draft of the Briefing Paper is being prepared. The final version will be presented to the October meeting prior to submission to the QAA in the autumn.
COUNCIL noted the verbal report.
10.2.4. INTERNAL PROCESSES FOR QA: MOVING FROM THE ANNUAL REPORTING AND PLANNING DOCUMENT TO SCHOOL MONITORING AND REVIEW DOCUMENT
The Deputy Vice-Chancellor (Academic Development) informed COUNCIL that two scrutiny committees have been formed to consider Schools’ Monitoring and Review Documents; one to review collaborative provision and feed into the QAA audit processes and the other to review teaching and learning, key performance indicators and the robustness of action plans. Following the scrutiny process reports will be presented to COUNCIL.
The Head of the Learning and Quality Unit advised COUNCIL that membership of these committees will be widened to include Heads of Department.
COUNCIL noted the verbal report.
10.2.5. APPLICATIONS DATA TO 4 MARCH 2010:
The Head of Planning and Statistics submitted to COUNCIL an update of applications information as at 22 March 2010. COUNCIL was advised that applications had substantially increased (by 44%) as had acceptances. International student applications had also risen slightly but were still below 2009-2010 figures. Work has continued on the categorisation of international students to improve data quality and accuracy of numbers.
The Head of Recruitment and Admissions submitted to COUNCIL an update on the processing of under graduate UCAS applications. COUNCIL was advised that the University had received approximately 4500 late applications since the deadline of 22 January 2010. Of the 4429 pre-January deadline applications awaiting decisions, approximately 3200 were awaiting interviews/auditions. Interviewing Schools have scheduled interviews dates throughout April. Additional resource in processing applications has been deployed in order to achieve the UCAS decision deadline in
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 3 early May.
Two Schools, Humanities and Social Sciences and Science, have adjusted their tariffs. Lengthy discussion took place about the UCAS points tariffs used by Schools. It was noted that despite the University policy to increase entry qualifications, the majority of Schools have not adjusted their tariffs for 2010-2011 applicants. COUNCIL concluded that adjustments to UCAS tariffs could not be made for pre- deadline applicants but adjustments can be made for late applications not yet processed. Schools are to make the necessary adjustments at the earliest opportunity.
Further discussion took place regarding applications data in order to ascertain whether Schools are meeting their pre-clearing targets. The Head of Planning and Statistics advised COUNCIL that improved data by programme should be available to Schools in April.
COUNCIL agreed that Schools should present proposals for UCAS tariffs for 2011- 2012 to Learning and Quality Committee with recommendations to COUNCIL at its June 2010 meeting. The proposed adjustments to UCAS entry tariffs for 2010-2011 for late applicants will take place with immediate effect.
10.2.6. INTERIM REPORT ON PROGRAMMES AND COURSES FOR THE PERIOD TO MARCH 2010:
COUNCIL received a report from the Programmes and Courses Office in the Office of Student Affairs on the current status of the Programmes and Courses Portfolio. COUNCIL noted that whilst there had been a major reduction in the number of programmes and courses now being run, a substantial number of programmes with less than 10 registered students remain. COUNCIL welcomed the progress made but noted that greater rationalisation both within the University and within Partner Colleges was required.
The Deputy Vice-Chancellor (Academic Development) reported that the Schools’ portfolios will be examined to ascertain where additional reductions are possible and also emphasised the need for Schools to be pro-active in directing applicants on low recruiting to alternate programmes. COUNCIL noted the need to indicate this aspect to students more fully ensuring that clarity is built into the process of informing students of the University’s right to withdraw under-recruiting programmes after three years.
The Director of Student Affairs advised COUNCIL that a report had previously been considered by APSC.
COUNCIL noted the report and requested that the full report be made available at a future meeting.
10.2.7. AUDIT OF PROGRESSION AND AWARD BOARD (PAB) COHORTS FOR 2008/2009: a) REPORT ON COHORT DATA
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 4 COUNCIL received a report from the Deputy Director of Student Affairs (Registration and Assessment), giving cohort data from the 2008-2009 academic session. The report considered the cost effectiveness of PABs. COUNCIL was advised that a full analysis would be undertaken by the new Student Records Data Quality Manager once in post in May 2010.
The issue of variations in the structure of cohorts within each School, given that Schools are currently permitted to determine the individual specification of each cohort, was raised. Some Schools include all students - full-time, part-time, campus location etc., within one cohort and others break down student groupings so that each category is considered a cohort. It was considered that the complexity of these variations are contributing to the large number of Chairs’ Actions decisions taking place following PABs. Problems also arise because the data provided by Schools regarding the PAB schedule of dates is not always sufficiently detailed regarding the specific cohorts to be examined on particular dates. In these cases PAB data may not be complete.
COUNCIL was reminded that the snapshot of results for funding purposes is taken at 31st July each year and any missing results would not therefore be included. The PAB Audit Report needs to provide more detailed data on how the different cohort types and subsequent PABs are dealt with by individual Schools.
It was recommended that Schools provide a detailed report on the terms of reference of their Subject Assessment Panels and PABs. The Deputy Vice-Chancellor (Academic Development) raised the question of the complexity of the current system and whether simplification of the basic processes could reduce the impact and number of Chairs’ Action decisions.
COUNCIL proposed that a working group be established to take these matters forward. The Deputy Vice-Chancellor (Academic Development) agreed to be involved with the group.
COUNCIL noted the report and recommended: i) that further clarification be provided on the PAB cycle (Principles and Processes) section of the paper; ii) The next report should be broken down by academic year; iii) Data should be provided in a clearer format.
b) MODIFICATIONS TO THE REGULATIONS GOVERNING STUDENTS’ CLAIMS OF EXTENUATING CIRCUMSTANCES AFFECTING FORMAL ASSESSMENT/EXAMINATIONS
COUNCIL received a report from the Director of Student Affairs following recent guidance issued by HESES in relation to claims regarding submission of coursework/examinations which specified that submissions must be made before assessment is due. The report proposes the following modifications to the Regulations Governing Student Claims of Extenuating circumstances to be implemented with immediate effect:
Regulation 1.9
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 5 This currently states: ‘Claims relating to the submission of coursework/continuous assessment should be made at the time of submission. This includes work affected by extenuation which is handed in by submission deadline AND also work submitted within 10 working days of submission deadline’.
In accordance with HESES Guidance, change to: ‘Claims relating to the submission of coursework/continuous assessment should be made before the assessment is due…….This includes work affected by extenuation which is handed in by submission deadline AND also work submitted within 10 working days of submission deadline’.
Regulation 1.10 This currently states: ‘Claims relating to examinations (and preparation for) should be made within 5 working days of the end of that examination period’.
In accordance with HESES Guidance change to: If a student is sick on the day of an examination then the student must phone in to a relevant officer (i.e. via Exams officer in the School Office) for approval before the examination takes place. It is possible for a student to opt to submit for assessment by the original due date, even if extenuation has been approved. However, if the assessment is passed, this mark stands. Approved extenuation is only applied if a course has been failed.
The University Secretary and Registrar advised COUNCIL that these changes are necessary to ensure that all students have a progress indicator and maximum HEFCE funding is consequently available. COUNCIL was informed that the changes would be notified to students on the University’s web site and via an email to all students. Several issues were raised including how the changes will be administered and the possibility of a flag on Banner to indicate approved extenuation.
COUNCIL endorsed the proposed amendments with immediate effect and recommended that Schools discuss and feedback any issues direct to the Director of Student Affairs.
c) DETAILS OF PROCESS REVIEW FOR PABs/CONFERMENT (EXCLUDING RESITS)
COUNCIL agreed that this item should not be considered by Academic Council as this report covers operational issues which would more appropriately be considered by Learning & Quality Committee.
10.2.8. ANNUAL REPORTING: 2008/2009: a) RESEARCH DEGREES COMMITTEE: 2008/2009
COUNCIL received the first annual report from Alan Reed, Head of Postgraduate Research Degrees, summarising the principal activities of the Committee during the 2008-2009 academic session and providing data, analysis and commentary on post graduate research student activity. Key points outlined included: The number of registrations in 2008-2009 (table 3) was down from the previous session. It was noted that the large number of NRI registrations in 2007-2008 was due to specific funding arrangements in Nigeria which were not repeated in
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 6 2008-2009. Only 57% of students have completed within the University time frame (FT 5 years, PT 6 years) during the last three sessions. The RDC is addressing this by monitoring the submission of Annual Progress Reports from both students and supervisors, setting a maximum timescale by which students can transfer from an MPhil to a PhD, and the development of an online postgraduate research student information system. Withdrawals continue to be an issue, particularly with regard to students who had not responded to contact from the University.
The issue of the status of Medway School of Pharmacy PhD students was raised. The Chair of the RDC advised that the registration of these students is now with the University of Kent as the current Primary Administering University. The agreement with University of Kent is that students are split 50:50 between both universities. COUNCIL requested that the status of these students be clarified with the Head of the School of Pharmacy.
Following discussion on non-completion within the submission timescales and how this could be tackled, COUNCIL recommended that the submission of the student’s Annual Progress Report become a requirement.
Following discussion on the ‘writing up’ period, COUNCIL recommended that consideration be given to the ‘writing up’ period being abolished for all new PhD registrants, with students paying full fees until completion.
b) MID-SESSION REPORT ON THE ACTIVITIES OF THE RESEARCH DEGREES COMMITTEE: 2009/2010
COUNCIL received the interim report from the Chair of the RDC.
COUNCIL noted both reports. COUNCIL recommended that the RDC consider how current students will be notified of any changes, and report back to the May meeting of Academic Council.
10.2.9. CONFIRMATION OF RECOMMENDATION OF EXAMINERS: PhD AND EdD:
COUNCIL ratified the recommendations.
10.2.10. (a) CENTRAL COMMITTEES
FLOW OF MINUTES INTO ACADEMIC COUNCIL
Academic Collaboration Committee – 14 January 2010 Academic Planning Sub Committee – 15 October, 10 November,16 December 2009 Learning and Quality Committee – 2 December 2009 Research Ethics Committee – 22 January 2010
COUNCIL noted the flow of minutes.
D:\Docs\2018-04-07\00c0674d6efcb73700ffe1cabfa58a5e.doc 7 (b) SCHOOL BOARDS
FLOW OF MINUTES INTO ACADEMIC COUNCIL
Education and Training – 9 December 2009 Engineering – 9 September 2009 Humanities & Social Sciences – 9 December 2009
COUNCIL noted the flow of minutes.
10.2.11. ITEMS FOR INFORMATION
EQUALITY IMPACT ASSESSMENT TOOL: http://www.gre.ac.uk/offices/osa/diversity/policies
COUNCIL noted the availability of the Equality Impact Assessment Tool
DATE OF THE NEXT MEETING OF ACADEMIC COUNCIL: 5 MAY 2010, QUEEN ANNE 075, 3PM
Signature……………………………………………….Date………………………………….. (Chair)
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