guidance on programme planning & approval quality ... · programme planning form template note:...

Guidance on Programme Planning & Approval

Quality & Standards Office

1

Preamble

The University Quality and Standards Office provide helpful guidance on validation at

http://www.canterbury.ac.uk/support/quality-and-standards-office/validation/index.asp. The

following notes are intended as additional pointers in the development of your programme.

This includes links and contact details of key staff members who can offer further guidance.

This document should be used as a reference point to guide you through the process for new

programme validations, approval for a new / existing partner to deliver a new / existing

programme and major modifications. Please note that there is a separate document to

support the Periodic Programme Review process which includes the process for the re-

validation of an existing programme.

The University Quality Manual specifies that the permission of the Faculty is required before

a programme document may leave the Faculty and proceed to validation and defines

parameters within which Faculties should consider and confirm the readiness of programme

proposals.

Key things to remember:

The validation event cannot be held until the planning process is complete; however, if it is

likely that the proposal will be approved, you will normally want to begin the validation

process before planning has been fully signed off. Typically the combined processes take 6-

12 months. Where required, the processes can be fast tracked.

You will need to identify (and gain approval for) two externals to participate in the

programme development and validation process: one at the development stage (subject

specific External Advisor) and one for validation (External Assessor). It is important to allow

sufficient time to identify these individuals. An External Assessor will not only be required to

attend the validation event but also produce a report prior to the meeting.

If you would like to set up a new partnership, you will need to consult the guidance on the

QSO Collaborative Provision web pages in respect to this -

http://www.canterbury.ac.uk/quality-and-standards-office/collaborative-provision.aspx . The

School should consult the relevant Partnerships Office at an early stage and develop the

partnership arrangements in accordance with the University requirements as specified in the

Quality Manual. If it is a new partner that the University currently does not work with, this

will involve submitting a New Partner Proposal Form for consideration at the Academic

Strategy Committee (ASC). ASC may refer the proposal on to the Senior Management Team

(SMT). This process should be completed either before or alongside the In-Principle approval

paper.

NOTE: The Faculty Director of Quality should be consulted at the beginning of any planning

process to provide advice and support regarding the procedures and agree the specific

deadlines for your planning and validation process.

http://www.canterbury.ac.uk/support/quality-and-standards-office/validation/index.asp

http://www.canterbury.ac.uk/quality-and-standards-office/collaborative-provision.aspx

2

Contents Page

Programme Planning process & checklist 3

Consultation 8

Validation Document 8

Programme Approval (validation) process & checklist 11

Faculty Approval Events 21

Advice regarding stakeholder engagement 22

Issues to consider for section 12 Work-based learning 25

Programme Planning Process & Checklist

X TASK NOTES

PROPOSAL. Discuss proposal with the HOS. Informal discussion with FDQ.

Informal discussion with the Pro-Vice Chancellor (Education and

Student Experience) (where appropriate and if required

coordinated by HOS. Programme teams should not directly liaise

with the PVC.).

- Does it require Additional Student Numbers (ASNs)?

- Does it require significant new staff resources?

- Is it collaborative?

PLANNING. Book a meeting with the appropriate FDQ to discuss

the planning & validation process.

[email protected], ext. 2668 (A&H)

[email protected], ext. 2865(ED)

[email protected], ext. 2776 (H&WB)

[email protected], ext. 3052 (SAS)

DATES. Set validation date and documentation deadlines with

the appropriate staff member (see notes).


[email protected], ext. 2540 (ED)


[email protected], ext. 1642(SAS)

EXTERNAL INPUT. Identify required external input (see validation

section below).

ADVERTISING. Determine when you need to advertise the

programme. If you wish to begin advertising before the planning

form has been approved by the Faculty Programme Planning

Executive (or equivalent body), liaise with the FDQ.

For UCAS, ideally new UG programmes should be ready for

advert Feb or June of the previous year (e.g. 19-15 months in

advance). Chair’s action will have to be sought by the FDQ on

your behalf if you need to advertise before the planning form is

approved.

Complete a request form for advertising the programme. Kevin Shannon ([email protected], ext. 2980)

IN-PRINCIPLE APPROVAL PAPER. Download the In-Principle

Approval Paper form and complete in discussion with the HOS.

The In-Principle Approval Paper can be found on the following

website:

http://www.canterbury.ac.uk/quality-and-standards-

office/academic-planning/academic-planning.aspx

mailto:[email protected]









http://www.canterbury.ac.uk/quality-and-standards-office/academic-planning/academic-planning.aspx

http://www.canterbury.ac.uk/quality-and-standards-office/academic-planning/academic-planning.aspx

4

SUBMISSION & FACULTY CONSIDERATION - IN-PRINCIPLE

APPROVAL PAPER

Normally submission should be at least 6-8 months before the

intended validation. The FDQ will review the form and return

with any initial comments.

The FDQ will arrange for the In-Principle Approval Paper to be

considered at a Faculty level by the Faculty Programme Planning

Executive or equivalent body.

FACULTY AMENDMENTS - IN-PRINCIPLE APPROVAL PAPER.

Make any amendments required by the FQC and/or Dean and

resubmit to the FDQ.

The FDQ will provide the comments to you regarding required

changes or queries.

Upon completion of the amendments the paper must be

forwarded to the Head of School for approval and signature and

then returned to the FDQ.

The FDQ will sign the paper and will request the Dean’s

signature before releasing from the Faculty.

The signature of the Pro-Vice Chancellor (Research and

Knowledge Exchange) will also be required for research degree

proposals.

The FDQ will submit the paper to the Secretary to the Academic

Strategy Committee (ASC) – [email protected]

ACADEMIC STRATEGY COMMITTEE. The Dean presents the In-

Principle Approval Paper to ASC.

Proposal will be either

a) approved to proceed for further development to the

Faculty Programme Planning Executive; or

b) referred back to the Faculty for further consideration; or

c) rejected.

Where the In-Principle Approval Paper is approved, you should

proceed to the Planning Form stage.

Where the In-Principle Approval Paper is referred back to the

Faculty for further consideration, the FDQ will advise you of the

reason for deferral and the further information/work required.

Upon completion of this the proposal will need to be re-

submitted and considered again by the Faculty Programme

Planning Executive and ASC.

PLANNING FORM. Download the Programme Planning form and

guidance notes and complete.

Programme Planning Form Template

NOTE: once the documentation has been submitted to the FDQ,

it will be given a reference & version number and uploaded onto


http://www.canterbury.ac.uk/quality-and-standards-office/docs/detailed-programme-planning-form.docx

http://www.canterbury.ac.uk/quality-and-standards-office/docs/detailed-programme-planning-form.docx

5

Blackboard (or similar dependent on Faculty). From that point,

any alterations should ONLY be made to the Blackboard version

and resubmitted.

STUDENT NUMBER ANNEX. Provide the planning office with a

draft planning form (via email) and request a student number

annex.

[email protected]

ROOMING. To consult with rooming, email a copy of the

planning form to room bookings, indicating a deadline date for

reply. If no reply, you can assume sign off but you must provide

details of consultation dates on the Planning form. If you are

proposing something with special or intensive room

requirements, in addition to email, phone rooming to discuss.

Complete the relevant section of planning form.

[email protected]

[email protected], ext. 2328 (Timetabling and

Rooming Manager)

IT. To consult with IT, email a copy of the planning form to the

Faculty IT Computing Liaison Officer, indicating a deadline date

for reply. If no reply, you can assume sign off but you must

provide details of consultation dates on the Planning form. If

you are proposing something with special or intensive

requirements, in addition to email, phone to discuss. Complete

the relevant section of planning form.

[email protected]

REGISTRY (ACADEMIC ADMINISTRATION). To consult with

Registry, email a copy of the planning form to the Faculty

Registry Manager or Head of Student Records and

Administration, indicating a deadline date for reply. If no reply,

you can assume sign off but you must provide details of

consultation dates on the Planning form. If you are proposing

something with special or intensive requirements, in addition to

email, phone to discuss. Complete the relevant section of

planning form.





[email protected], ext. 2767 (collaborative)

[email protected], ext. 1761 (Head of Student

Records and Assessment)

LEARNING & TEACHING ENHANCEMENT. Arrange a meeting

with the Faculty Learning Technologist and the Faculty Director

of Learning and Teaching to discuss plans. A face to face

Faculty Learning Technologists:















6

meeting is required. Complete the relevant section of planning

form.



Faculty Directors of Learning and Teaching:





You are encouraged to follow this up with additional meetings

as you draft the programme design and documentation. The

purpose of these discussions is to consider how you will embed

the University’s Technology Enhanced Learning and Teaching

(TELT) Strategy and the University’s Learning, Teaching and

Assessment Strategy in your programme design. There are a

range of issues and resources that the above will be able to help

you with.

MARKETING. Phone Faculty Marketing manager to discuss the

proposal. Complete relevant section of planning form.





LIBRARY. To consult with the library, email a copy of the

planning form to the Faculty Liaison Librarian, indicating a

deadline date for reply. If no reply, you can assume sign off but

you must provide details of consultation dates on the Planning

form. If you are proposing something with special or intensive

requirements, in addition to email, phone to discuss. Complete

the relevant section of planning form.



[email protected], ext. 2414 (H&WB Mon & Tues)

[email protected], ext. 2414 (H&WB

Wed-Fri and SAS)

[email protected], ext. 2515 (SAS - Law)

INTERNATIONAL PARTNERSHIPS & DEVELOPMENT. Contact the

International Partnerships & Development Office to discuss the

proposal. Complete the relevant section of planning form.

[email protected]

UKVI COMPLIANCE. If the proposed programme has the

potential or is specifically targeted to recruit international

[email protected], ext. 2297


















7

students you must discuss the details with the UKVI compliance

manager. Complete the relevant section of the planning form.

EMPLOYABILITY. Arrange a meeting with Faculty Employability

Advisor to discuss plans. A face to face meeting is required.

Complete the relevant section of the planning form.

[email protected] , ext. 2883 (A&H)

[email protected] ext. 2444 (ED & SAS (Business

School only))

[email protected] ext. 2775 (H&WB)

[email protected] ext. 2409 (SAS except

Business School)

You are encouraged to follow this up with additional meetings

as you draft the programme design and documentation. The

purpose of these discussions is to consider the range of ways

you can embed employability issues in your programme design.

OTHER. Consult with any other professional service departments

named on the Programme Planning Form and any others that

will be involved with the proposed programme. If the proposed

programme is to be part of the GMS Scheme for example you

must consult with the GMS Director. Complete the relevant

section of the planning form.

[email protected], GMS Director

FINANCIAL ANNEX. Arrange a meeting with the Faculty

Management Accountant for preparation of the Financial Annex.

A face to face meeting is required. Your HOS may need to be at

this meeting so please check with them in the first instance.

Please note, the Faculty of Education requires all programme

teams (PDs together with HOS) to meet with Rosemary Stevens

to draw up the finance annex.



[email protected] ext. 2975 (H&WB)


You will need to provide:

The student number annex

Draft planning form

Programme structure indicating number of modules per

year including details of any shared modules

DRAFT SUBMISSION. HOS to submit draft financial annex,

student number annex and planning form to FDQ. The form

must be signed by the HOS.

Normally submission should be at least 4-6 months before the

intended validation. The FDQ will review and return with any

initial comments. The FDQ will arrange for consideration by the

Faculty Programme Planning Executive.










8

FACULTY PROGRAMME PLANNING EXECUTIVE HOS presents to

the Faculty Programme Planning Executive.

Proposal will be either

a) approved to proceed for validation: or

b) approved subject to specified amendments / clarifications

being made; or

c) rejected

Schools make any required changes as informed by the FDQ.

Changes are approved by the Faculty Programme Planning

Executive (usually through Chair’s action).

FDQ notifies the School that it can proceed to validation.

FDQ ensures a copy of the Planning Form is forwarded to QSO

along with confirmation of approval by the Faculty Programme

Planning Executive and any issues identified for consideration by

the validation panel by the FPPE.

ADVERTISING. If the Programme Planning Form indicates that

permission is sought for the programme to be advertised

‘subject to validation’ and this is approved by the FPPE, it may be

advertised following FPPE approval of the Programme Planning

Form.

Faculty Office will send the Planning Form to the Data

Management Office, Quality and Standards Office, Student

Recruitment, Admissions and Faculty Marketing Manager to

commence this process.

Consultation

The School should consult both the Faculty Director of Quality and the Faculty Director of Learning and Teaching during the programme

development to ensure that the programme document will meet University and Faculty requirements. In particular, the School should alert

the Faculty Director of Quality at an early stage if the proposed programme will require the development of a new Scheme or amendments

to an existing Scheme. If the proposed programme has elements that are out with the University’s Regulation and Credit Framework for the

Conferment of Awards there may be a need to develop specific programme Special Regulations. The FDQ will need to be involved throughout

this stage to ensure that the document is developed in a way that will meet Faculty and University requirements.

It is important that you engage in thorough consultation processes in the development of your programme. Ideally this will involve a

programme development team and will include consultation with various people.

NOTE: You need to keep brief records of the consultation process undertaken to include in your validation document.

9

Validation Document (called Programme Specification and Appendices)

Programme Specification

The QSO Programme Specification template provides general guidance. It is important to be mindful of a number of things in preparing

the programme specification. It is not meant to reproduce University information about regulations and policy but to provide a focussed

presentation of the programme design and unique elements. The heart of this will be the Programme Structure (Section 5) and the Learning,

Teaching and Assessment Strategy (Section 9). It is expected that because of a range of factors (particular discipline philosophies, emphasises

and approaches, differing student populations, staff expertise, etc.) each programme will have a specially designed structure for learning

coherence and progression and a tailored learning, teaching, and assessment strategy to enable this. The relevant sections of the programme

specification should articulate:

What are the key skills and competencies the programme is seeking to enable students to develop?

What are the key philosophies and issues which have shaped the programme design?

What are the ways the programme has been designed to address the particular needs of its core student population?

What are the core learning, teaching and assessment strategies which underpin the programme delivery and are designed to enable

achievement of the learning outcomes?

Where relevant, discussion of these issues should give consideration to the necessary scaffolding of learning and skills development.

The emphasis of particular disciplines will differ but general issues that one would normally expect to see considered would include the

development of:

The key skills, knowledge and understanding for the subject

Research and research mindedness

The role of TELT in supporting the learning, teaching and assessment strategy

Employability

The incorporation of the University’s cross cutting themes as set out in the University Strategic Framework 2015-2020

The incorporation of the nine principles underlying the University’s Learning and Teaching Strategy 2015-2020

For programmes with a professional or performance element, the underpinning skills to enable practical development (for example,

the development of understanding and skills in reflective practice).

10

Your indicative assessment for each module should be designed to measure the module learning outcomes, but you should not list the

specific learning outcomes against each assessment.

You must consult your Faculty Director of Learning and Teaching in respect to both the programme and individual module Learning,

Teaching and Assessment strategies.

The Faculty Director of Quality can provide more detailed guidance and feedback in any stage of the development of the validation

documentation.

The following process and checklist outlines the steps to be followed for a new programme validation. The same procedure also applies

for a major modification event (major modifications to a programme prior to it being due for its six-yearly Periodic Programme Review). A

separate guidance document is available to support the Periodic Programme Review process.

For collaborative programmes, where a new programme is proposed, the process and checklist should be followed, but the documentation

requirements for the event will include a draft Agreement. The Senior Quality Officer in the Quality and Standards Office

([email protected]) will lead on drawing this up in consultation with the CCCU proposer and the collaborative partner. If

it is a new collaborative partner there is also a requirement for due diligence to be undertaken prior to the validation event. This process

will be managed by the Senior Quality Officer but input is required from the CCCU proposer and the collaborative partner. This may involve

the CCCU proposer undertaking a venue check of the partner’s premises. In such circumstances the event will normally take place at the

collaborative partner premises where it is proposed that the programme will be taught.

For collaborative programmes, where the programme is already approved and is being franchised to a new collaborative partner (new to

the programme i.e. they may or may not be an existing collaborative partner of the University), the process and checklist should be followed

but there will be no requirement for the programme development as this has already been completed. There will still be an event at the

collaborative partner’s premises (Partner Approval Event) but the focus of this will be on the partner’s ability to deliver the programme as

opposed to the programme content and structure and learning, teaching and assessment strategies. A draft agreement will need to be

prepared in advance of the event.


11

Programme Approval (validation) Process & Checklist

X TIMESCALE TASK NOTES

MEETING DATES/TIMINGS. Confirm

meeting dates and documentation

deadlines with appropriate staff

member (see notes). As per the

planning list these should have been

agreed early in the process.





BOOKING VALIDATION EVENT.

FDQ notifies the relevant Quality Officer in the Quality and Standards

Office that a validation/partner approval/major modification event will be

required.

The Quality Officer will liaise with the appropriate Faculty staff to identify

a tentative date for validation





12

PROFESSIONAL BODY. If your

programme has (or is seeking) links

with a professional body, please discuss

this with the FDQ to confirm the role of

the professional body and their

requirements in the process.

Professional and Statutory Regulatory

Bodies, collaborative partners and

other stakeholders, where appropriate

should be consulted. Such

consultations should be documented to

provide evidence of external

consultation. The proposal is

developed by the programme team

with representation, if appropriate,

from external professional and

regulatory statutory bodies and

employers.



[email protected], ext. 2776 (HWB)






13

As early as

possible prior

to the

Validation

Event and

normally no

later than the

start of the

preceding term

EXTERNAL ADVISOR. Identify an

appropriate external person to serve as

an advisor. Submit an application form,

available from the QSO webpages.

Timing: Make application for the advisor as early as possible, usually

when completing the planning form, and at least 12-14 weeks before

the validation.

Selection: This person must be someone appropriately qualified to

comment on whether the programme meets national and subject

expectation. They can, however, be someone with previous or current

connections to the programmes (such as a previous assessor or previous

or current external examiner). The External Advisor is paid by QSO a fee

of £50 if they submit comments or £100 if they attend the University to

meet with the Programme Team. Travel expenses must be paid by the

Academic Department.

Role: The Advisor should be someone you feel will give the programme

useful and detailed advice. The format of their comments will be up to

the programme.

Send this form to your HoS for authorisation and then onto the FDQ for

approval.

Application Form: Found here.

Once draft documentation is ready, ensure consultation has taken place

with the external advisor and record information about the consultation

in the appropriate appendix of the programme specification.

http://www.canterbury.ac.uk/quality-and-standards-office/programme-validation.aspx

14

As early as

possible prior

to the

Validation

Event and

normally no

later than the

start of the

preceding term

EXTERNAL ASSESSOR. Identify an

appropriate external person to serve as

an assessor for the validation panel.

Submit an application form.

Role: The assessor is responsible to provide a report for the validation

panel confirming whether the proposed programme meets national and

subject expectations. All External Assessors will be required to submit a

report in advance of the event and attend validation events. The

assessor will be paid £150 for their report and for attending the event.

This will be paid to the External Assessor by QSO.

Timing: Make application for the assessor as early as possible, usually at

least 10-12 weeks before the validation.

Selection: The criteria for this role are similar to those for an external

examiner. This person must be someone that is appropriately qualified

and should not have connections with the programme

You should submit the form to your HoS and then to the FDQ who will

send it to QSO for approval.

Correspondence: Once you have submitted the application form and

QSO has approved the assessor, QSO will take over the correspondence.

Application Form: Found here.

DOCUMENTATION – KEY DOCS.

Prepare a programme specification

(validation document) including the

cover sheet, curriculum set up table,

and any appendices. Ensure you use

the correct module descriptor template.

The most recent documentation templates can be found here. NOTE:

There are often changes to these documents so do not simply revise an

old document. Ensure you download the latest version. If you have

questions, please speak to the FDQ. You should send your working

document to the FDQ for review at regular intervals.

DOCUMENTATION – STUDENT

HANDBOOK. As part of your validation

submission, prepare a student

handbook on the University template.

Student handbook template.

This panel are required to consider the student handbook for approval

and therefore may be the subject of conditions.



http://www.canterbury.ac.uk/quality-and-standards-office/student-handbook.aspx

15

LEARNING TEACHING AND

ASSESSMENT STRATEGY. When

preparing the learning, teaching and

assessment strategy for the document,

give careful consideration to the

guidance material. The requirements

for this section have changed from

previous programme specification

templates.

For guidance see QSO website.

If you have any questions, please speak to the FDLT.





PLACEMENT/WORK-BASED LEARNING

INFORMATION. If your programme

includes any element of placement

and/or work-based learning, in addition

to discussions with the Senior

Employability Advisor, please discuss

with the FDQ what supporting and

arrangement documentation will be

required.

You should also consult the University Policy and Guidance on

Placement and Work-based Learning:

http://www.canterbury.ac.uk/quality-and-standards-office/regulation-

and-policy-zone/regulation-and-policy-zone.aspx#P

SHARED MODULES. If you are

proposing sharing modules with other

programmes, ensure you consult with

the relevant programmes.

At the validation you will need to be mindful of any changes

required/recommended by the validation panel. Changes to shared

modules may require the other programme to complete a minor

modification form to reflect the changes.

CONSULTATION – STAFF. It is

important that all relevant staff are

involved in considering the design of

the programme.

http://www.canterbury.ac.uk/quality-and-standards-office/quality-and-standards-office.aspx





http://www.canterbury.ac.uk/quality-and-standards-office/regulation-and-policy-zone/regulation-and-policy-zone.aspx#P

http://www.canterbury.ac.uk/quality-and-standards-office/regulation-and-policy-zone/regulation-and-policy-zone.aspx#P

16

CONSULTATION - STUDENTS. Ensure

you undertake consultation with

relevant students about the proposed

programme. As part of Section 2 of

Part 2 of the programme specification,

you will need to briefly comment on

the consultation undertaken with

students.

Student engagement in curriculum design is considered a key element

of good programme design. This can be elicited in various ways, ideally

with face to face discussions, such as at Student staff liaison meetings

or focus groups and possibly supported by presenting information on

Blackboard for all students to review. Where you are proposing a new

programme, the extent of consultation expected with students will

depend on the proposal and how it relates to current offerings.

DRAFT SUBMISSION. As per deadline

dates agreed, submit all draft

documentation to the appropriate staff

member (see notes).

Normally this deadline will be 10-12 weeks before the validation but

practices vary across the different Faculties.





DOCUMENT REVIEW. Attend meeting

as directed by the FDQ and take note

of any suggestions for amendments.

This may be a meeting with just the FDQ, a Faculty approval panel or

Critical Reading Group depending on your Faculty.

There are no minutes taken at this meeting. The FDQ may have

individual notes for you, but it is up to the programme team to make

note of any key suggestions.

**See Faculty Approval Events below**

Validation

Panel

- 6 weeks

REVISION POST DOCUMENT REVIEW.

Following the review meeting, revise

your documentation accordingly and

submit electronic copies of all

documents to the FDQ by the agreed

deadline date (usually 6-7 weeks before

the validation event).

If you received an annotated copy of the documents return these to the

FDQ when submitting your final copy.





17

Validation

Panel

- 6 weeks

VALIDATION DOCUMENTATION

SUBMITTED. The FDQ will submit the

documentation to QSO for you.

You should also provide to the Quality Officer CVs for staff who will

teach on the proposed programme. CVs are required for the proposed

Programme Director and those with academic responsibility for the

individual modules.

FDQ will need to deliver any documentation modifying the Standard

Information Items for Validation as a result of the proposal.

QSO sends Validation documentation to External Assessor for Review.

Note that if the programme requires approval from a Professional or

Statutory Regulatory body, the document should arrive with the Quality

Officer in good time for the distribution date specified by the body.

The Quality Officer for events involving collaborative provision is Lauren

Smyth ([email protected]).

The Quality Officer for all other events is Kate Barry

([email protected] ).

Validation

Panel

- 6 weeks

VALIDATION EVENT ARRANGEMENTS.

No later than 6 weeks prior to the

validation meeting, notify the Quality

Officer of all those from the

programme team who will be

presenting/representing the

programme at the validation meeting.

If any of the presenters will not be

internal CCCU staff then contact details

(email address) will also need to be

supplied.

It is normally expected that the HoS or nominee, the PD and a core

team of academic staff will attend the Validation Panel Meeting (as the

minimum). The written report from the External Assessor may influence

the decision on who attends. The Panel Chair can make specific

requests for attending (should be neither unreasonably insisted upon

nor unreasonably refused).

Validation

Panel

- 2 weeks

VALIDATION DOCUMENTATION

PROVIDED.

The documentation is made available to the Panel and Presenting Team

via Blackboard. No hard copies are provided by QSO.



18

Validation

Panel

- 2 weeks

EXTERNAL ASSESSOR REPORT. When

available, review the external assessor’s

report and be prepared to discuss with

the validation Panel any issues raised by

the assessor.

The Quality Officer (QSO) will post the external assessor’s report (when

available) on the relevant page of the Blackboard Quality and

Standards: Validations or Quality and Standards: Collaborative Partner

approvals. You will be notified when it is available. Please note that the

External Assessor is still required to attend the validation event.

0 weeks VALIDATION EVENT. Download the

Agenda and copies of any required

documents from the relevant page of

the Blackboard Quality and Standards:

Validations. Attend the event at the

specified times.

Hard copies will not be provided unless the Academic School covers the

cost of production. Documentation, including the Agenda and

Assessor’s report will be available via Blackboard.

You will not be expected to make a presentation at the event, but you

will normally be invited to introduce the proposed programme.

Validation

Panel

+ 2 days

OUTCOME REPORT. As soon as possible after the validation event (and normally within 2

working days) you will be provided with an outcome report by the

Quality Officer setting out the commendations, conditions and

recommendations determined by the panel. This will enable you to

start amending the documentation.

Validation

Panel

+ 3 days (or as

soon as the

outcome

report is

received)

AMENDMENTS POST VALIDATION.

Following the validation event, revise

your documentation based on the

report you will receive from the Quality

Officer.

Validation

Panel

+ 2 weeks

EVENT REPORT. As soon as possible after the validation event (and normally within 2

weeks) you will be provided with the full report from the Validation

Event by the Quality Officer. This will provide further context to the

conditions and recommendations determined by the panel.

19

Validation

Panel

+ approx. 4

weeks

(dependent on

the deadline

set by the

panel for the

response to be

submitted

REVISED DOCUMENTATION. Submit to

the Quality Officer by the agreed

deadline date:

the revised documents

the event report with the final

column completed indicating

the action taken in response to

conditions and

recommendations

Collaborative - Lauren Smyth, Quality Officer

([email protected]), ext. 2392)

Non-collaborative – Kate Barry, Quality Officer

([email protected]), ext. 2257)

Validation

Panel

+ 6 weeks

REVIEW / SIGN OFF OF

DOCUMENTATION BY CHAIR.

The Validation Event panel will have determined the process for signing

off the response to conditions and recommendations. In some cases

this may involve the revised documentation being resent to the External

Assessor and/or other panel members for further review.

The Chair of the Panel signs off to say that conditions have been met

and the recommendations have been appropriately responded to once

they are satisfied with the response provided.

Validation

Panel

+ 6 weeks+

CONSIDERATION BY EDUCATION AND

THE STUDENT EXPERIENCE

COMMITTEE

The event report and final programme specification (along with the

draft agreement if collaborative) will be submitted to first meeting of

the Education and Student Experience Committee meeting following

the sign off by the Chair. The timescales for this will vary depending on

the date of the validation event and the deadline date set for

responding to conditions and recommendations.



20

Validation

Panel

+ 6 weeks+

FINAL APPROVAL BY ACADEMIC

BOARD

The Academic Board will receive a report from the Education and the

Student Experience Committee confirming that due process has been

followed. The timescales for this will vary depending on the date of the

validation event and the deadline date set for responding to conditions

and recommendations.

Only once the programme has been approved by Academic Board can a

programme be advertised without the ‘subject to validation’ qualifier.

You will be notified by the relevant Quality Officer once this is the case.

For collaborative programmes, the collaborative Agreement must be

signed by both parties for the process to be complete. A collaborative

programme cannot commence until this has been completed.

EXTERNAL EXAMINER. Don’t forget to

ensure you have identified an External

Examiner for the programme and have

appropriate documentation ready (e.g.

either an application form for a new

programme or an extension of duties

for a programme where the title is

changing, where named pathways are

being added or where a new

collaborative partner is approved to

deliver an existing programme).

Nomination forms

Please note: if the intention is to ask the External Assessor to become the

External Examiner this cannot be negotiated until after the External

Assessor has completed their validation duties.

http://www.canterbury.ac.uk/quality-and-standards-office/external-examiners/nomination-and-approval.aspx

http://www.canterbury.ac.uk/quality-and-standards-office/external-examiners/nomination-and-approval.aspx

Faculty Approval Events

FQC (or the Faculty Director of Quality or Dean acting on behalf of FQC) may require a Faculty

approval event for review where circumstances indicate that there is sufficient academic

justification for doing so. Such circumstances may include (but are not limited to):

An external regulatory body is involvement.

The programme is particularly and unusually complex.

The programme represents a new area of activity to the University.

If circumstances indicate that there is sufficient academic justification.

Faculty Approval Event (FAE)

Where it has been deemed appropriate to hold an approval the Faculty Director of

Quality will arrange an event.

The developing programme document should be submitted to the Faculty Director of

Quality a minimum of two weeks prior to the approval event.

The panel will be chaired by the Faculty Director of Quality or nominee and will consist

of the Faculty Director of Quality and one or more other members of academic staff

from within the Faculty who are independent of the proposal, and may include the

Faculty Director of Practice Learning, Faculty Director of Learning & Teaching or

professional service colleagues from the University, for example the Faculty liaison

from LTE.

The Panel will decide on one of the following outcomes:

To allow the programme document to proceed to validation without further

amendments.

To allow the programme document to proceed to a further review meeting, subject

to certain conditions being met and any recommendations being considered.

To require the programme document to be resubmitted to a further Panel meeting

after certain conditions have been met and any recommendations considered.

To refuse the programme permission to proceed.

22

Advice regarding stakeholder engagement

(Adapted from McKee, KB (2009). Applied public relations: cases in stakeholder

management. New York : Routledge).

As with any other professional process engagement with Stakeholders should be a systematic,

logical and practical process. The above diagram presents engagement as a circle because it

is constant throughout the initial and ongoing development of programmes. The lessons we

learn from delivering our programmes shapes future planning and engagement. The process

of engagement is therefore an iterative one rather than being linear or one off. The starting

point of activity may vary depending on whether a new programme is being planned or an

existing programme being enhanced and revalidated.

Stage 1 - Planning

Identify the basic objectives you hope to achieve through engagement

List the issues you want to address and

The stakeholders who are critical to your programme (students, service users,

academic staff, practitioners etc.)

Stage 2 - Understand

How important issues are for your stakeholders

Their motivation

The legitimacy of the stance they are taking and the impact of potential changes on

ours and their organisation

How their position correlate with your wants, needs regulatory requirements

Stage 3 - Prepare

Prepare to engage

Allocate time and resources and

Identify the most appropriate person to undertake the task

Identify an appropriate mechanism for engaging with different stakeholders (this

could be group work, focus groups, workshops, meetings, surveys etc.)

Stage 1

Plan

Stage 2

Understand

Stage 3

Prepare

Stage 4

Build Trust

Stage 5

Consult

Stage 6

Respond 7 Implement

Stage 7

Monitor, evaluate and

document

23

Where possible chose a venue that works for stakeholders

Stage 4 - Build Trust

Different stakeholders will have different perceptions of us, our programmes and have

different levels of willingness to engage.

Recognise this and adapt how you interact to work for the stakeholders

Stage 5 - Consult

For consultation to be considered a success it is important to ensure:

You have accessed stakeholders who are able to represent their organisations and

influence programme implementation

There is fair representation of all stakeholders and not just the one you feel

comfortable with

You are responsive to stakeholders and provide them with information that can

inform an open discussion of the issues identified in Stage 1.

Contextualise information so that Stakeholders are able to build a complete picture

of your plans and the implications for them as individuals or organisations

Provide sufficient information to enable reasonable conclusions to be made.

Be realistic and enter open and honest negotiations about what is and what is not

possible. This will help build trust and ensure stakeholders feel consulted rather than

informed or ignored.

Stage 6 - Respond and implement

Decide on a course of action for each of the issues agreed upon.

Stage 7 - Monitor, evaluate and document

Knowledge management is critical for capturing information and sharing what has

been learned.

The transparency of your engagement with stakeholders is enhanced by accurate

documentation at each stage of the process.

This documentation will then be referred to in your validation documents and

scrutinised for its quality.

Remember to report back to stakeholders changes made in response to their

engagement using language and mechanisms appropriate to the individual or

organisation.

Background reading

Boud D. and Soloman N. (2003) Work-Based Learning: a new education, SRHE and

OU Press.

Connor, H. (2007) Workforce Development: what works and why? London: CIHE.

Dear, S. and Lonsdale, J. (2007) Understanding the Employers Perspective: an FDF

funded project by the University of Bath.

Foskett R (2005) ‘Collaborative Partnership between HE and Employers: a study of

workforce development’, Journal of Further and Higher Education 29: 251-264.

King, Madeleine (2007) Workforce Development: how much engagement do

employers have with higher education? March, CIHE. URL: www.cihe-

uk.com/docs/PUBS/0703WFDEmployerEngagement.pdf

http://www.cihe-uk.com/docs/PUBS/0703WFDEmployerEngagement.pdf

http://www.cihe-uk.com/docs/PUBS/0703WFDEmployerEngagement.pdf

24

McNay, I. (1995) ‘From the collegial academy to corporate enterprise: the changing

cultures of universities’, In T. Schuller (ed.) The Changing University? Buckingham:

SRHE and OU Press.

Universities UK (2006) Higher Level Learning: universities and employers working

together, November, UUK. URL:

http://bookshop.universitiesuk.ac.uk/downloads/higher_level_learning.pdf

http://bookshop.universitiesuk.ac.uk/downloads/higher_level_learning.pdf

25

Issues to consider for Section 12 ‘Work-based Learning’

1 Preparation for placement should include 1) intro to policies and guidelines 2) the learner’s role and expectations for behaviour in line with their professional code 3) where and how to focus their learning 4) how to use documentation, level of performance required and kinds of evidence that should be produced.

Mandatory skills that must be met prior to placement experience

REQUIREMENTS Process for ensuring ‘readiness’ for placement / behaviour / attendance /

DBS Policies and guidelines that underpin practice experience (raising

concerns etc.)

What audit requirements are there?

How will audit be undertaken, monitored and responded to?

Is there a Placement agreement in place or required?

How will placement learning be evaluated?

What Professional / Regulatory/ QAA requirements are there for

assessors? How will the above be monitored?

Do you have any placement requirements?

How will your placement pattern enable you to meet your outcomes?

Will there be any capacity issues and how will they be managed?

What model of placement learning are you considering (Hub and Spoke

etc.) and How will the above be managed / monitored?

How will you prepare students for placement?1

What induction / orientation to organisations will be offered?

What academic support roles / mechanisms are in place for practice

learning? How will you ensure the above is equitable for all of your learners?

What level of supervision will you expect?

Who will support / assess your learners in practice?

How will you prepare practitioners for your programme?

What resources will be made available? Handbooks etc.

What support / monitoring mechanisms will be in place for your

practitioners? What would happen if the placement experience inhibited progress?

How will your assessment of practice process work?

Who will assess your learners? Are there any specific regulations? (NMC)

etc.) What are the roles and responsibilities within the assessment process?

How will progress be monitored?

How will you respond to students failing to meet the required standard?

What will the submission process be?

What will the re-submission process be?

How will practice assessment moderated?

How will external examiners be involved?

Safety

Quality

Assurance

Placement

preparation

and

allocation

Support

Assessment

for practice

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