Programme Directors Induction

1. Programme Directors Induction Tuesday 11th September 2012

2. What You Need to Know What is the role? Must do’s ...and what to avoid Quality & Admin requirements Leading a team! Key Contacts The Student Experience

3. Strategic Plan 2011-2015 We will: • gain more than 25 places in the University League Tables over the next five years • achieve an improvement in the National Student Survey and exceed the national average in the following categories: • Learning Resources • Organisation and Management • USS / NSS • Change programme

4. NSS & USS - Areas for Action • Range and balance of approaches to teaching • Programme/course organisation, and organisation of university processes/services • Advice and support with studies • Timing of assessment; promptness & quality of assignment feedback • Communication of actions taken based on student feedback • Communication re.: changes to timetable, rooms, teaching, etc. • Availability/maintenance of computers • Availability of books (esp. core and recommended texts) • Placement organisation and communication

5. Preparing for the Surveys • ‘What have you done about students’ feedback?’ • Need to demonstrate that we have acted on students feedback and communicate this to students (and wider - showcase) • ‘Why should I do the survey?’ • Inform students as to the purpose of different surveys and benefits to student (including incentives) • ‘When can I do the survey?’ • Know the ‘live’ dates of the NSS and USS – around Jan to March (TBC) • ‘How do I complete the survey?’ • Show students how surveys are accessed • Make sure students understand the questions and know how to respond appropriately

6. Student Survey Unitstudentsurveyunit@canterbury.ac.ukgill.perkins1@canterbury.ac.ukwww.canterbury.ac.uk/support/student-survey-unit/

7. Programme Management Resources • Online • Quality & Standards • Personal & Team Development • Networks • Each Other

8. Programme Directors/Leaders Induction Nicky Leatherbarrow Faculty of Social & Applied Sciences/ Business School

9. What have I enjoyed? • All the students – Good and Bad!!! • Constant student contact. • Ensuring the student experience is outstanding! • Developing the curriculum. • New programmes/modifications • Developing relationships with PDs in other Faculties. • Graduation!

10. What are the challenges? • Responsibility v. Authority • Crazy deadlines!

11. Things to be aware of! • Being organised is the key! • Consider developing a spreadsheet of key dates. • Delegate some of the responsibility (lot of admin!) • Your Administrators (if you have them) will be your lifeline! • Busiest times are exam periods; re-sit periods and Induction. • Focus on a good induction for your students and consider 2nd and 3rd year inductions too.

12. Things to be aware of! • Programme Team Meetings • Staff/Student Liaison Meetings • Concessions/extenuating circumstances. • Change of Academic Circumstances documentation. • Plagiarism / Turnitin • Programme Conventions/UAF and PAF. • Validation documentation/Minor Mods. • Keep in close contact with your FDQ • Keep up to date with Policies and Procedures.

13. Things to be aware of!(there’s more!) • Use the PD on-line resources. • You may not feel in complete control until you been through one annual academic cycle! • Think about finding a mentor. • Manage the relationship with your External Examiner. • Start looking for new externals in good time. • Know the re-validation timetable.

14. And Finally….. Have Fun and Don’t Panic! Help is always at hand!

15. PROGRAMME DIRECTORS DEVELOPMENT SESSION Student Administration Lorri Currie - Academic Registrar Julie Samarasinghe – UKBA Compliance Manager

16. Issues to be covered • Registration • Student Records and Exams • Timeline for exam boards and Graduation • Student status • Programme/module curriculum set up • Change of Academic Circumstances (CoAC) form • Data checks and data quality • Timetabling & Rooming • Information & data sources • UKBA and Tier 4

17. Registration • Students joining the University have been required to undertake pre-registration via an online portal • To engage with the pre-registration portal, students will need to have a UF code on the admissions-side of QL • The admissions agent for a programme will be responsible for informing students what they need to do to register • Confirm personal and study details, activate their computing account and upload a digital photograph for their smartcard • Streamlined face-to-face registration event with Registry

18. Student Records and Exams • 3 Registry records & examinations teams (Health &SC, Education & ABS) • All records issues, registration events, examinations and assessment processes, transcripts & certification • Consult in advance about the dates of activities where you need Registry support (ideally 4 weeks in advance) • Build closer links and offer support – meetings with Programme Directors/Administrators • Generic email for teams: health.registry@canterbury.ac.uk education.registry@canterbury.ac.uk abs.registry@canterbury.ac.uk

19. Timeline for exam boards and Graduation • Dates for 2012/13 academic year

20. Student status: • QL flag system to record registration clearances for: CRB, occupational health and qualifications, • Area of Study (AOS) code records student status i.e. PRS, ENR, plus indicates outstanding issues as student ID (I) and finance (F) i.e. ENRF, ENRI • Flag system for registration clearances set up as default for certain programmes (health & education – CRB, OHC) • For permissions to the flags and training on the reporting tool, contact ql.training@canterbury.ac.uk • Incomplete registration will affect progression and completion, access to student finance support, university facilities

21. Programme/Module Curriculum set-up • Programmes have expected durations and maximum durations • The expected duration for a programme is the time frame within which period it is anticipated that students will complete • The maximum duration for a programme is the time frame within which completion must take place so that the student is not regarded as being out of time • Only in very exceptional circumstances can a student's study on a programme be extended beyond the maximum duration (apply to Academic Registrar) • Student interruption, should not be granted for more than two consecutive years, nor interrupt for a period of time that makes it impossible for them to complete the programme within the maximum permissible time frame

22. Change of Academic Circumstances form • Registry must be notified of changes in a student’s academic circumstances (mode of study, programme/module change, interruption, etc) • Crucial – financial implications considerable for withdrawals /interruptions • Form can be “signed” electronically, forwarded from a tutor’s internal email account • available at http://www.canterbury.ac.uk/support/registry/Student%20Resources/studentresources.asp

23. Data checks and data quality • Encourage your engagement with the University data check process; 3 per year http://www.canterbury.ac.uk/support/registry/extranet-staff/qltraining/data-checks.asp • If you have more than one intake per year onto a programme, it is important that these are reflected in the sessions for a programme so that the qual aim start and end dates are accurate. data.management@canterbury.ac.uk will assist • If a student is not actively studying in an academic year, they may need to be set to a dormant code so that the University doesn’t report them to HEFCE/HESA.

24. Timetabling & Rooming • Requests for teaching rooms submitted by nominated user • Deadline for teaching requests: 26/04/13 • Quality check • Michaelmas Timetable published July (Lent & Trinity in November) • No Room Available (NRA) – departments contacted for resolution • Request-based system (demand always > supply) • Flexibility, communication and timeliness are key • Future Changes... Individual Student Timetables from Sept 2013 • Non-teaching space can be requested online

26. Information and data sources • Programme management web pages • Policies & Procedures for Examinations (PPEs) – QSO web pages • Registry web pages • Visit the team! • Any questions?

27. UK BORDER AGENCY - PBVS and Tier 4 • The UK adopted a new Points Based Visa System (PBVS) with full effect from 22 February 2010 • Tier 4 of the PBVS applies to students. Majority of non-EEA students at the University will require Tier 4 visas • The University is required to stringently control the activity of students who require visas and to report to the UKBA on changes in a student’s circumstances, including absence !!!! • Non-compliance could lose us our sponsorship licence • Guidance is embedded in the University’s attendance policy and cause for care and concern procedure, available on SSG’s web pages • IF IN DOUBT CONTACT JULIE SAMARASINGHE, UKBA COMPLIANCE MANAGER

28. UKBA, PBVS and Tier 4 • Tier 4 students: • Cannot study part-time • Cannot breach the terms of their visa or study without a valid visa • Have an attendance requirement; cannot miss more than 10 consecutive expected student learning contacts • May need to apply for visa renewal or extension if they require an extension to their studies • Must be notified to the UKBA if they complete early or interrupt.

29. UKBA, PBVS and Tier 4 • Programme Directors need to: • Make students aware of the definition of a student learning contact for their programme and how they notify the University of an absence • Monitor attendance and use the Cause for Care and Concern procedure • Encourage students to seek advice and support from the International Student Adviser in SSG • Seek advice from the UKBA Compliance Office in Registry • Be aware which students require visas and ensure tutors are aware • Be aware that visa extensions /renewal requests can be refused

30. Programme Directors should ensure all staff are aware: * Tier 4 students have time limits on their study in the UK * Tier 4 students must show academic progression * Tier 4 students are limited on how many re- sits/repeats they can have.

31. UKBA, PBVS and Tier 4 • UKBA can audit at any time • Visits from UKBA can be announced or unannounced. • UKBA will check that Tier 4 students are in class and attending regularly during the audit. • They will expect tutors to know who are Tier 4 and they will want to see registers • We are expecting an audit any day now !!!!

32. Questions……………..

33. Engaging Students: Student RepsYour role as programme leaders Ellie Martin SU Representation & Advice Casework Co-ordinator 

34. NSS, USS and YouDr Gill PerkinsStudent Survey Unit

35. Purpose of this session • Background to the NSS and the USS • 2011 student survey results and actions • 2012 Survey delivery

36. Cross-University Student Surveys • National Student Survey (NSS) • Commissioned by HEFCE since 2005, delivered by Ipsos Mori • Final year undergraduates • Live for ~8 weeks from January • SSU reports on results in August • University Student Survey (USS) • Internal survey delivered by the SSU • All non-final year undergraduates + postgraduate taught • Live for 5 weeks around Feb-March • SSU analyses data and reports on results in June/July

37. Purpose Assess students’ perceptions of their academic experience:

38. NSS (and USS) questionnaire • 6 ‘core’ categories (21 questions) + ‘overall satisfaction’ • 6 NHS Practice Placement questions • 12 optional ‘banks’ of questions - CCCU chose 5 banks (18 qs) • Scoring and results: • Definitely agree (5)  Definitely disagree (1) (plus ‘not applicable’) • Mean scores and % satisfied • Qualitative question: ‘Looking back on your experience, are there any particularly positive / negative aspects you would like to highlight?’

39. NSS results in the public domain • Overall satisfaction (OS) only statistic in public domain from 2011 • Sector adjusted benchmarks for OS • Key Information Sets (KIS) will pull other data (2012)

40. Strategic Plan 2011-2015 We will: • gain more than 25 places in the University League Tables over the next five years • achieve an improvement in the National Student Survey and exceed the national average in the following categories: • Learning resources • Organisation and management

41. NSS Results by Year: ‘Core’ categories

42. NSS Results by Year:‘Bank’ categories

43. ‘How do I complete the survey?’NSS • Access to the survey is via the NSS website • Eligible students are contacted by Ipsos Mori

45. ‘How do I complete the survey?’USS • Access is via a webnote in StudentNet • Eligible students will receive an email (CCCU account) with a hyperlink to StudentNet • CCCU log-in to StudenNet, click on the webnote hyperlink to the survey • Hard-to-reach will receive postal questionnaires

47. ‘How do I complete the survey?’Responding to questions EXAMPLE 1: Work Placements

48. A final word... • NSS (and USS) is a University-wide responsibility • Staff engagement is paramount • Consideration of NSS must be embedded in annual departmental review • Consideration of the student voice in quality management must be given in the departmental evaluative profile (within the DPR) • Ongoing communication with students at department and institutional levels is key • We welcome your feedback!

49. Your Next Steps / Q&A