unit for quality promotion · 3 unit for quality promotion: quarterly report january – september...

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UNIT FOR QUALITY PROMOTION:

THIRD QUARTERLY REPORT

January – September 2012

Contents

EXECUTIVE SUMMARY …………………………………………………………………………3

1. OPERATING CONTEXT ..................................................................................................... 5

1.1 Governance structure .................................................................................................. 5

1.2 Physical location .......................................................................................................... 5

1.3 UQP services ............................................................................................................... 6

2. STRATEGIC FOCUS .......................................................................................................... 6

3. PERFORMANCE ................................................................................................................ 6

3.1 Progress towards the achievement of the UQP goals .................................................. 6

3.2 Financial governance ..................................................................................................19

4. RISK ..................................................................................................................................20

5. EMPLOYMENT PROFILE .....................................................................................................20

5.1 Staff component ..........................................................................................................20

5.2 Employment equity .....................................................................................................23

6. ENVIRONMENTAL SUSTAINABILITY ..................................................................................23

7. STAKEHOLDER ENGAGEMENT .........................................................................................23

7.1 National involvement ...................................................................................................23

7.2 Internal engagement ...................................................................................................24

8. LEADERSHIP FOOTPRINT ..................................................................................................25

9. TRANSFORMATION ............................................................................................................25

9.1 UJ Transformation Plan ..............................................................................................25

9.2 Staff development .......................................................................................................26

10. CHALLENGES ...................................................................................................................28

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QUARTERLY REPORT


EXECUTIVE SUMMARY

The goals of the UQP (aligned with UJ Strategic Thrusts) are to

i) facilitate, support and oversee the implementation of the UJ Quality Promotion Plan: 2010

– 2016.

ii) sustain, support and improve the UJ Quality Promotion System.

iii) enhance and contribute to the effective functioning of the Unit for Quality Promotion.

After the restructuring of DIPQP, UQP shared office space with DIPEM. Renovations to the

existing three UQP offices and the building of one additional office have been approved and the

building finalised in October 2012. This included the raising of the wall between the UQP offices

and the Faculty of Management who are also housed in A Ring 1. The signage in the main

corridor in A Ring (APK), as well as above the entrance to the UQP offices has been changed.

The following reviews are in process as part of the implementation of the Quality Plan:

Faculties Reviews completed/in process in 2012

Education None

FADA 2 combined reviews

FEBE 1 set of module reviews (M level)

FEFS 4 combined reviews

Health Sciences 2 programme reviews

Humanities 3 programme and module reviews

Law 1 set of module reviews

Management 18 programme reviews

Science 1 combined review

Service and support divisions 10 divisions/units in divisions

The following support has been provided to the UJ Quality Promotion system:

(i) Updating of the UJ Progress Report is currently being undertaken: Contributions from

different role players in the UJ are integrated into a new draft. This will be submitted, in

Jan/Feb 2013) to the MEC, etc. for approval.

(ii) The reworked Framework for non-subsidised programmes served at STLC of Aug 2012.

Prof Parekh proposed that the document should stand over till next year when she is back

from her sabbatical.

(iii) A proposal on the Scope and nature of faculty reviews has been developed and submitted

to the MEC (meeting on 23 October) for approval. If approved, a number of support

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materials should be developed. Ina Pretorius and Hester Geyser will take responsibility for

the support to faculties.

(iv) A first draft has been developed and served at the RPL Task Team meeting of 30 July 2012.

A small group of staff members (Profs De Kadt, Spowart, Van Warmelo, Steenekamp and

Geyser) will meet to compare and discuss the guidelines for staff with the guidelines for

students. Follow-up discussions are being held.

With reference to the development of scholarship in the area of quality promotion, as well as

contributing to national educational associations/fora:

(i) Prof Geyser presented a paper on Quality Reviews in Service and Support Units: A

Question of criteria was presented at the SAAIR Institute (29-30 August 2012) at UNISA.

(ii) Ms I Pretorius presented a paper on Communication (Internal and external: Silo-functioning

at the SAAIR Institute (29 – 30 Aug) at UNISA.

(iii) Mr M Vongo and Ms I Pretorius conducted a successful workshop on Student Involvement

in Quality Promotion at the SAAIR Forum (3-5 October) at the UFS. Contributions are being

analysed and incorporated into the next proposal on this topic.

(iv) Ms Dragana Weistra (nee Tatic) and Prof Geyser presented a paper on Quality reviews in

service and support units: Value added? to the SAAIR Forum (3-5 October) at the UFS.

(v) A proposal on (Quality reviews in service and support units: Value added?) submitted by

Prof Geyser and Ms Dragana Weistra (nee Tatic) to the 7th European Quality Assurance

Forum (22 – 24 November 2012), has been accepted. They will attend the conference in

November in Tallinn, Estonia.

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QUARTERLY REPORT


1. OPERATING CONTEXT

1.1 Governance structure

Up to the end of 2011, the Unit for Quality Promotion (UQP) was part of the Division for

Institutional Planning and Quality Promotion (DIPQP) that reported to the DVC: HR and

Institutional Planning. Towards the end of 2011, the Division was subjected to a process

of restructuring, resulting in the establishment of the UQP as a separate unit that reports

to the Registrar.

The UQP oversees and facilitates the implementation of the UJ Quality Promotion Plan

in faculties and academic development, service and support divisions. At institutional

level, it supports and continuously improves the UJ Quality Promotion System. See

table below for details.

Although the UQP offices are situated on the APK campus, staff members travel

regularly to other campuses to conduct workshops, consult with management

committees and provide support to individuals or small groups w.r.t quality reviews and

related matters. Often, UJ staff members prefer attending meeting in the UQP offices as

a ‘safe’ environment to discuss confidential matters.

1.2 Physical location

The UQP shares the bigger office space where DIPQP was located (i.e. A Ring 1 on

APK) with the Division for Institutional Planning, Evaluation and Monitoring (DIPEM).

The office space was subdivided into two sections, one for UQP and one for DIPEM.

Facilities such as a boardroom, the kitchen, the storeroom, etc. are shared.

During the first semester of 2012, three of the UQP staff members were occupying

offices in the DIPEM section. Renovations to the existing three UQP offices and the

building of one additional office have been approved and the building finalised in

October 2012. This included the raising of the wall between the UQP offices and the

Faculty of Management who are also housed in A Ring 1.

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The signage in the main corridor in A Ring (APK), as well as above the entrance to the

UQP offices have been changed.

1.3 UQP services

The UQP is a support unit that

provides leadership and support with the implementation of the UJ Quality

Promotion Plan: 2010 – 2016, and

sustains, supports and improves the UJ quality promotion system.

2. STRATEGIC FOCUS

The goals of the UQP are aligned with UJ Strategic Thrusts as follows:

UJ STRATEGIC THRUSTS UQP GOALS

1. Sustained excellence of academic programmes, research and community engagement.

1. Facilitate, support and oversee the

implementation of the UJ Quality Promotion Plan: 2010 – 2016.

2. Sustain, support and improve the UJ

Quality Promotion System.

6. Leadership that matters in the institution and in civil society. 8. Generate, cultivate and sustain resources and structures.

3. Enhance and contribute to the effective

functioning of the Unit for Quality Promotion.

3. PERFORMANCE

3.1 Progress towards the achievement of the UQP goals

The tables below provide summaries of the progress made with the achievement of

UQP goal number 1, i.e. the implementation of the UJ Quality Promotion Plan up to 30

September 2012.

The photograph below was taken during a programme review in the Department of

Marketing Management – Mr Mthu Vongo is briefing the panel:

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(a) Faculties

Faculty Review Site visit Progress Further action

Humanities (IP)

ND Public Relations and Communication; BA Applied Communicative Skills

Jan 2012 Peer review report and improvement plan served at STLC in Aug.

BA Social Work 19-20 June 2012: professional council review (SACSSP)

19 June 2012: IP & DW sat in on intro by SACSSP.

Report pending.

Category B programmes

Meeting with Deputy Dean and SAQA manager has been conducted.

They are aligning Cat Bs now. Not reviewing them now. IP to request faculty schedule for 2013.

Non-subsidised programme reviews

IP to follow up

National review of Social Work

2013

BA Public Management

15 – 16 Oct 2012

7 Aug 2012: met with Christelle Auriacombe and Fanie Cloete to discuss review.

Limited internal review to be conducted (to go through Faculty of Management). Criteria customised and sent to department . Follow-up scheduled for early in Sept. IP to get program for site visit.

Science (IP)

Applied Math: department, 6 modules and honours programme to be reviewed simultaneously

1st semester 2013

5 July 2012: customised criteria discussed and finalised. 31 Aug 2012: discuss review process with department.

Process postponed due to HoDs illness.


Alignment of Cat Bs underway. Not reviewing Cat Bs now.

Faculty quality review schedule

IP to talk to faculty regarding scheduling for all department s. Schedule received.

Education (HG)

No faculty quality plan yet

Process postponed till early 2013

MEd Educational Psychology

2012: professional council review (HPCSA?). Process postponed till 2013.

HG has tried repeatedly to contact them without success.

Process postponed until 2013.

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15 Aug 2012: discussed Cat B and reviews in 2013

2013: module reviews of MEd programmes (12 modules); 2014: research M and D programmes to be reviewed. HG to contact them after Sept recess.

Management (MV & DW) MEETING WITH ALL HODS NEEDED TO DISCUSS REVIEWS 2013

BCom Industrial Psychology BCom Hons Industrial Psych

End Feb 2013 13 Aug 2012: consult with steering committee

Two SER writers appointed. SERs completed. Meeting to be scheduled with HoD.

ND Transport Management ND Logistics (Cat B)

To be scheduled

20 March 2012: advisory session on the way forward (limited SE/formal review). 15 Aug 2012: internal review of Cat B’s conducted. UQP not involved. Nic Aucamp served on panel.

PR report for both programmes has been submitted to UQP. MV to organise meeting with HoD and Elmarie Kriel to discuss review (MV, IP, HG). Reports to serve at STLC.

Non-subsidised programmes in Department of Transport Man and Logistics (MV & DW)

To be scheduled

22 Aug 2012: SER in progress 5 Sept 2012: discuss draft SER

Rina to invite DW to meeting with HoD and programme coordinator to discuss reviews.

ND Human Resources Management (IPPM) (MV)

3 May 2012: first introductory meeting conducted. 15 June 2012: discussion of Cat B reviews 16 Aug: discuss review of recurriculated programmes with Jenny Gobind.

IPPM to contact UQP after a meeting with IPPM staff.

BCom & BCom Hons Marketing Management (MV & DW)

4-7 June 2012

Site visit 19 Sept: discuss panel review report.

Department working on their improvement plan (due at STLC in early Feb 2013)

ND & BTech Marketing Management (MV & DW)

29 Oct-1 Nov: formal SE

Follow-up needed for ND & BTech Marketing Man. SER to be sent to MV when it’s done. Program to be finalised.

Department of Business Management (MV & DW)

To be scheduled

27 Feb 2012: Faculty to do HEQF alignment before review. 13 June 2012: discuss Cat B reviews in department.

Process delayed due to possible restructuring and merging of 2 programmes. Follow-up to check progress.

Department of Business Management: non-subs (MV & DW)

To be scheduled

10 Sept 2012: discuss reviews of non-subs programmes in department 26 Sept: discuss reviews in department in 2013.

Only 1 non-subs programme to be reviewed (Cert in Bus Man: Project Man). To be finalised in meeting with HoD.

Non-subsidised programmes (DW)

30 July 2012: faculty to focus on the review of non-subs programmes.

MV to get booklet on non-subs programmes from faculty. DW received database.

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Department of Info and Knowledge Man (MV)

BA & BA Hons Info Man: end 1st semester 2013; BCom & BCom Hons Info Man: end 2013

12 Sept 2012: discuss prog reviews 20 Sept: writers workshop

Two writers to send drafts to MV for critical reading.

Department Applied Information Systems: non-subs programmes (DW)

25 Sept 2012: discuss non-subs reviews in department .

Wikus to confirm what is to be reviewed and when site visit is to take place.

FADA (MV)

ND Interior Design

6 – 8 August 2012

2 Aug 2012: interviewee briefing. 6 Aug: panel briefing

PR report is with the panel. Finalised report pending.

ND Jewellery Design

July 2012 17 July 2012: discuss site visit and brief staff. 25 July: verbal feedback conducted with dean. 16 Aug 2012: PR report discussed with Rita Brits.

PR report finalised by chairperson. UQP awaiting report. MV to follow up.

Department of Architecture

2013: professional council

Mock audit requested by department

Faculty to let us know if they wish to do the mock audit. MV to contact Finzi re: meeting with Christo Vosloo.

FEBE (MV & HG)

No faculty quality plan yet

Information session on Cat B review process has been conducted.

Recurriculation to be done 1st. FEBE to contact us when they are ready for reviews. MV to contact Morgan Dundu regarding ECSA report (from review conducted last year). Final report has not been received by FEBE.

Postgrad reviews

June 2013: coursework Masters.

24 Aug: meeting with Gerda and Morgan to discuss review of postgrad coursework and research. 27 Sept: discuss criteria for postgrad coursework reviews.

Reviews to begin this year. Postgrad coursework site visit to take place end 1st semester 2013. The PR report from this will feed into a second site visit to look at postgrad research processes. Non-subs reviews on the backburner for now. One external lecturer to complete template and make this available as a template to the other lecturers.

Construction Management

Professional council visit conducted 23 – 27 July 2012

MV to contact Morgan Dundu regarding report for this review. Report to serve at STLC.

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Quality and operations management

Beginning 2nd semester 2013

23 Aug: met with Andre Vermeulen. Department to review ND & BTech Management Services; BTech Quality Management; ND & BTech Operations Management. Two panels. 13 Sept: discuss reviews in department. Cancelled – to be rescheduled.

Department to let us know when they are ready to come to us for department -wide intro to reviews.

Law (IP)

Master’s programme (review of 1 coursework master’s)

2012 27 Aug 2012: meeting to discuss the review of master programmes cancelled by law. 21 Sept: 1st consult for review of LLM (coursework).

Urgent meeting with J Calitz (HoD), Nicola Smit and H Strydom needed.

Module reviews in 2011

2011 Trends report on module reviews in 2011 served at STLC in August. Improvements to be undertaken in the faculty. No formal IP.

Health Sciences (IP)

ND Somatology End May 2012

31 July 2012: feedback on PR report conducted.

Improvement plan pending. To be submitted to 1st STLC in 2013.

ND Sport Management

2014 7 Nov 2011: discussion of SER

Process postponed. They will do the review in 2013.

FEFS (MV & DW)

Department of Economics and Econometrics

2013 28 Feb 2012: discussion of Cat B prog reviews in department. 8 Aug: there are no Cat B programmes in the department.

Reviews to progress in 2013. MV to initiate review process. MV to schedule meeting with Marita and HoD.

Department of Financial and Investment Management (MV & DW)

11 June 2012: discussed review schedule for department. 27 Aug: meeting with Sandra von Abo re: non-subs reviews

Three programmes to be reviewed. SER writers still to be decided. DW to schedule meeting with HoD to discuss 2013 schedule.

Department of Commercial Accounting: Modules reviewed: Cost and Financial Management 1A&1B; Financial Accounting 1A &1B (MV & DW)

20 June 2012 6 June 2012: site visit preparations were discussed 18 June 2012: student interviewee briefing 20 June 2012: panel briefing PR report writer = Esther 23 Aug: meeting with Esther about PR report

Esther to make corrections on report; report to be sent for language editing. Meeting with Marita to follow before the report is finalised. MV to check whether the improvement plan is to be submitted to the STLC this year. Report edited with Esther. MV to schedule meeting with Marita, HG & Esther to discuss report.

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Department of Accounting

Professional council visit in 2013

29 Feb 2012: informal visit by SAICA to discuss limited SER with HoD of Accounting Department.

Report from follow-up from previous prof council visit served at STLC in Aug. Full accreditation received for BCom Acc.

(b) Service and support divisions

Division Unit Site visit Progress Further action

Academic Development and Support (IP)

ADC 6 – 9 March 2012 Evaluation questionnaire has been sent to ADC. PR report and IP to be submitted to STLC during 2012. 11 Sept 2012: consult with Andre van Zyl to investigate progress on PRR.

Peer Review Report finalised. Improvement Plan in progress (to be submitted to 1st STLC in 2013).

PsyCAD 9 – 13 May 2011 Final progress report has been submitted to the 2nd SQC in 2012.

Expenditure (MV)

Whole division 15 – 17 August 2012 3 & 14 Aug: interviewee briefing conducted. 15 Aug: panel briefing

PR report pending (Esther). 1st draft not received yet. MV has received debriefing questionnaire.

Human Resources (MV)

Whole division 2013 20 Aug: consult with Pamela Dube and Thoko Kwinana to discuss reviews

Whole division to be reviewed. MV invited to introduce review process to staff in HR (at their HR Management Committee meeting in Sept)

ICS (IP)

AVU 2013 12 March 2012: consult to discuss SE process

Process postponed till 2013 due to restructuring. UQP to contact them in Feb 2013.

Computer labs End 2012/early 2013 25 June 2012: consult with Director and SER writer. 4, 5 & 27 July 2012: consult staff on core functions and QA etc.

SER writer (Leunis) appointed. Consultations in progress. Follow-up for SER in Oct.

Institutional advancement (MV)

Student marketing Postponed till 2013 26 July 2012: process postponed.

Process postponed till 2013 due to restructuring. SER writers to be paid now for work already done.

Occupational health (IP)

End 2011 Report completed Jan 2012.

Follow-up needed.

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Division Unit Site visit Progress Further action

Research and innovation (HG)

Research office End 1st semester 2013 6 Aug 2012: discuss the temp appt of SER writer with Dr Masuku. 20 Aug 2012: meeting with SER writer.

SER writer to be supported as much as possible to make progress this year. HG to conduct workshop (criteria) with staff at next Research Office management meeting.

Student affairs (IP)

Student accommodation and residence life

March 2013 31 July 2012: consult on SER draft. 8 Aug 2012: steering committee meeting

SER draft 3 in progress. Consultations ongoing.

Operations (IP & HG)

Protection Services (IP) 12 Sept 2012: discuss Q reviews with ED (Reenen). 18 Sept: first meeting to discuss process with Roelof Hugo.

Follow-up meeting with steering committee.

Transportation Services (HG)

Nov 2013 19 Sept 2012: HG met with campus director (Adv Coetzer) to discuss reviews in unit.

Follow-up with Frans van Deventer.

Photograph: Ina Pretorius briefs the peer review panel for the ADC panel review:

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The following progress has been made with the achievement of UQP goal 2 on

sustaining, supporting and improving the UJ Quality Promotion System:

Performance indicators

Progress towards targets

a) Finalise the UJ Quality

Progress Report.

(v) The Progress Report was approved by the MEC in April 2012 and submitted to the HEQC as part of the preparation for the CHE visit on 8 May 2012. The Report served as discussion document during the HEQC visit.

(vi) Updating of the Progress Report is currently being undertaken: Contributions from different roleplayers in the UJ are integrated into a new draft. This will be submitted, in Jan/Feb 2013) to the MEC, etc. for approval.

UQP to develop a strategy to address the recommendations and concerns in the HEQC Audit Report and the UJ Progress Report.

b) Finalise the Quality Framework for Non-subsidised Programmes for approval by the MEC and/or Senate.

The Framework has served a second time at MECA and Faculties have been requested to comment (again) before the end of April 2012. (i) After the second round of comments, a task team

consisting of Profs Daneel, O Brien, Swart and Ryan, Ms Trish Gibbon and Prof Geyser with Prof Parekh as chairperson met twice to finalise the document.

(ii) The document has been condensed under a new title, The Quality Management of Continuing and Professional Development Programmes and served at MECA on 31 July 2012.

(iii) Final comments have been received and the document will be included in the STLC agenda for Aug 2012, and then Senex.

(iv) Prof Parekh proposed that the document should stand over till next year when she is back from her sabbatical.

c) Develop a set of

guidelines for UJ

academic and support

staff on the

implementation of RPL.

A first draft has been developed and served at the RPL Task Team meeting of 30 July 2012. A small group of staff members (Profs De Kadt, Spowart, Van Warmelo, Steenekamp and Geyser) will meet to compare and discuss the guidelines for staff with the guidelines for students. Follow-up discussions have been held.

d) Oversee and guide the development of a framework for student involvement in quality promotion.

(i) One UQP staff member (Mr Vongo) is exploring the topic and has undertaken a visit to TUT as part of the initial research.

(ii) A UQP delegation also visited the quality office at UP. (iii) Regular discussions between Mthu Vongo and Hester

Geyser are conducted to provide guidance and support. (iv) Mthu Vongo and Ina Pretorius conducted a workshop at the

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SAAIR conference in September (Bloemfontein) on the topic.

(v) Mthu and Ina are currently working on a proposal on this topic for a conference in Glasgow (Scotland) in 2013.

e) Oversee and guide research on the roles, criteria, etc. of relevant professional councils with a view to develop a UJ protocol for professional council visits.

An initial list of professional councils has been drawn up. Permission from the Registrar has been obtained to collect more information from the faculties, e.g. on the status of the council/statutory body, purpose of campus visits, etc. Dragana Weistra will collect additional information from the faculties.

f) Faculty reviews A document on the Scope and nature of faculty reviews has been developed and submitted to the MEC (meeting on 23 October) for approval. If approved, a number of support materials should be developed. Ina Pretorius and Hester Geyser will take responsibility for the support to faculties.

g) Sustained and committed participation in UJ committees and structures, i.e. the SQC, STLC, Faculty Quality Discussion Forum, Division Quality Discussion Forum, Community Engagement Committee, Faculty of Education’s Quality Committee, Faculty of Humanities Quality Committee, UJ Quality Conferences, PWG, RPL Task Team, WIL Task Team.

UQP staff members are members of all these meetings and attend regularly. The dissolution of the SQC was approved during the second term of 2012. The following meetings were organised and conducted by the UQP: (i) Faculty Quality Discussion Forum met on 7 March 2012. A

number of quality-related matters were discussed, e.g. non-subsidised programmes, alignment of Category B programmes, etc.

(ii) Internal Quality Conference on 12 June was dedicated to Teaching and Learning in Service Modules: Challenges and Possibilities. A guest speaker from UP, as well as 3 UJ lecturers presented different perspectives on the matter.

(iii) A second Faculty Quality Discussion Forum was held in September to discuss a research report on faculty quality management structures; a reflection on reviews this year (i.e. concerns); quality reviews of non-subsidised programmes and also the review of processes underpinning research master’s and doctoral programmes.

(iv) A first meeting of the Division Quality Discussion Forum was held in September in an effort to establish such a forum for S & S divisions. A discussion of the key elements of quality reviews was held by inviting those that have conducted reviews in the past to share their experiences with the divisions that are preparing for reviews in 2013. This will become a regular forum (similar to the one for faculties) that meets as and when necessary.

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h) Develop and submit for approval (to the SQC) a proposal on the reporting lines for quality-related reports.

A PPT presentation was made to the SQC in February. It was decided that the Faculties should comment on the document and that it will be discussed at the Quality Discussion Forum. A proposal has been submitted to the SQC (of May 2012) for approval. A proposal on The Dissolution of the SQC and the reporting lines for quality-related reports was approved by Senate.

i) Monitor and support the submission of improvement plans and progress reports to the SQC/STLC and other committees (according to the reporting lines).

The following served at the STLC in August: (i) Report on Applied Communicative Skills (a module review

in the Faculty of Humanities) (ii) Report on a programme review of the Diploma in Public

Relations (Humanities) (iii) Module reviews in the Faculty of Law.

j) Contribute to external/national higher education structures, associations and forums, e.g. HEQC, SAAIR, international conferences, GARMIN Group, etc.

(i) Two UQP delegates attended the CHE Quality Assurance Forum (21 February 2012 at the CHE’s Murisi Auditorium). A report has been submitted to the STLC and SQC and a number of academic leaders (i.e. the Registrar, the ED: ADS, Director: DIPEM, etc.)

(ii) All the staff members (excluding Ms Violet Pienaar) attended a two day discussion forum (7-8 February 2012) at the Potchefstroom Campus of the NWU. Other universities represented include the University of Pretoria, University of Stellenbosch, NMMU and the University of the North West.

(iii) Prof Geyser presented a paper on Quality Reviews in Service and Support Units: A Question of criteria was presented at the SAAIR Institute (29-30 August 2012) at UNISA.

(iv) Ms I Pretorius presented a paper on Communication (Internal and external: Silo-functioning at the SAAIR Institute (29 – 30 Aug) at UNISA.

(v) Mr M Vongo and Ms I Pretorius conducted a successful workshop on Student Involvement in Quality Promotion at the SAAIR Forum (3-5 October) at the UFS. Contributions are being analysed and incorporated into the next proposal on this topic.

(vi) Ms Dragana Weistra (nee Tatic) and Prof Geyser presented a paper on Quality reviews in service and support units: Value added? to the SAAIR Forum (3-5 October) at the UFS.

(vii) A proposal on (Quality reviews in service and support units: Value added?) submitted by Prof Geyser and Ms Dragana Weistra (nee Tatic) to the 7th European Quality Assurance Forum (22 – 24 November 2012), has been accepted. They will attend the conference in November in Tallinn, Estonia.

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(viii) Two staff members attended the CHE Forum for Quality Managers (28 August) and a report served at the R Exco meeting.

(ix) Hester Geyser was invited to serve on a small CHE task team on non-subsidised programmes – first meeting in November 2012.

k) Contribute to an increasing focus on scholarly engagement, involvement and outputs, with special reference to the value added by the quality reviews of S & S divisions.

The research project has been finalised. A number of research-based proposals have been submitted to conferences, etc. See report under (j) above.

l) Oversee and support the implementation of the MoU with Edge Hill University.

The Head of the Unit serves as the UJ contact person and the UQP hosted two events for visiting academics to the UJ, namely to the Department of Sport Management and the Department of Emergency Medical Care. The EHU contact persons will visit UJ in November 2012.

The following progress has been made with the achievement of UQP goal 3, i.e.

enhance and contribute to the effective functioning of the Unit for Quality Promotion.

Performance indicators

Progress towards targets

a) Provide effective leadership and management of the human resources of the Unit to optimise the Unit’s core functions.

Monthly staff meetings are held with a formal agenda and minutes (decision register) of the previous meeting. An important part of each meeting is the updating of the UQP Tracking System on the implementation of the UJ Quality Plan and the discussion of progress with the programme reviews. The position of Facilitator: Quality Promotion was advertised for the fourth time and interviews conducted. Ms Tatic was recommended as the only suitable candidate for the post. Her permanent appointment was approved and she was appointed as from 1 May 2012.

b) Provide effective leadership and management of financial resources of the Unit to optimise the Unit’s core functions by limiting budget variance

Monthly staff meetings are held with a formal agenda and minutes (decision register) of the previous meeting. A standing item on the agendas of these meetings is the financial record of the Unit’s expenses, management of financial resources, etc. See 3.2 below.

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expenditure to not more than 2%; keeping capital expenditure within budget, and by complying with the institutional indicator on encumbrances transferred to next year.

c) Provide effective leadership and management of infrastructural resources of the Unit to optimise the Unit’s core functions.

On-going. This is also a standing item on the UQP agendas for the monthly meetings. See 8 below.

d) Develop a culture of performance by implementing the UJ Performance Contract system in the Unit.

Performance contracts have been drawn up and signed and submitted to HR. All the staff members have submitted progress reports which were discussed to monitor progress across the Unit.

e) Oversee and contribute to activities that address the professional development, wellness and overall resilience of the UQP staff.

f) Increase participation in cultural integration activities to at least two (institutional/ UQP) events.

(i) See 9.2 below for a list of these staff development opportunities for UQP staff members.

(ii) Wellness and transformation activities have been combined and a combined program for UQP and DIPEM developed and approved by the UQP. These include: - celebrations (birthdays, weddings, engagements, etc.) - celebration of St Valentine’s Day, St Patrick’s Day, etc. - cultural exchanges, (know your colleague better), etc. - Ad hoc lunches, etc. as deemed necessary for morale boosting.

g) Establish an open and conducive climate, e.g. via periodic brainstorming and self-reflection sessions.

Two break-away sessions have been conducted: (i) A planning session on 27 February 2012 (UQP goals for

2012, individual performance contracts, etc.). (ii) On 22 March a reflection on the UQP business processes

(w.r.t. the different kinds of quality reviews) with special reference to the key elements for UQP quality checks (i.e. the reliability of the process).

(iii) In June a reflection session was held to focus on a number of UQP functions, namely the evaluation questionnaire to faculties and S & S units after a quality review has been conducted and the development of guidelines for the review of processes underpinning research master’s and doctoral programmes.

h) Liaise with partners in the support sector of the University and external role players.

(i) Closer collaboration with DIPEM on the alignment of Category B programmes and the quality reviews of these programmes.

(ii) Regular meetings with the ED: ADS, the Director: DIPEM

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and the Director: Curriculum Development in ADS on programme quality matters.

(iii) Meetings with ADC staff on service modules.

i) Refine the UQP contribution to the Registrar’s risk register and develop mitigation strategies that are conducive to quality promotion.

Risk identified: Lack of buy-in into UJ Quality Management w.r.t. the quality reviews. The following mitigation and support activities are in place or are currently being planned to address the risk: (i) A Quality Discussion Forum for Faculties meets regularly

(at least 3 times per year). (ii) A similar Forum was initiated for S & S divisions. (iii) Training of UJ staff as chairpersons for peer review panels.

The first workshop for academics was conducted 25-26 April and was attended by 20 persons from 7 Faculties, as well as DIPEM, ADC and UQP.

(iv) The identification of key elements in the processes as quality checks by the UQP.

(v) Divisions, departments, etc. complete a questionnaire to determine their satisfaction with the process and UQP support.

j) Oversee and guide the development and regular updating of a website for the UQP.

A staff member in the UQP has taken on this responsibility. An outline has been developed and all the staff members are involved in providing contents for the UQP website.

k) Oversee and support the development and regular updating of a tracking system for the UQP.

One UQP staff member is responsible for the development and management of the UQP database. All staff members are responsible for the regular updating of the database. This is an on-going process and also formally done during UQP monthly meetings.

l) Oversee the management of the student assistants in UQP.

One staff member in the UQP has taken on this responsibility. See staff organogram below.

* Refers to follow-up activities in process/to be undertaken urgently.

3.2 Financial governance

The DIPQP budget consisted of three sections, i.e. a budget for the two units (i.e. UQP

and UIRDS) and a central DIPQP budget. The central DIPQP budget has been

subdivided (50:50) between UQP and UIRDS (now part of DIPEM) with the

understanding that additional funding could be transferred to the unit that needs it. A

new cost centre has been created for UQP and the money transferred from DIPQP

central to UQP.

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The DIPQP research fund has been subdivided and a new research fund for UQP has

been established.

In UQP, the secretary, Ms Violet Pienaar, provides support w.r.t. procurement,

payments, and related financial transactions.

In a meeting with UIRDS (i.e. Prof Neels Fourie) it was agreed that additional funding,

i.e. R27 500, will be transferred from UIRDS to UQP since the UQP is more involved in

staff development activities in the University.

The submitted budget for 2013 was approved.

4. RISK

The following risk has been identified: Lack of buy-in into UJ Quality Management w.r.t

the quality reviews.

The following mitigation and support activities are in place or are currently being

planned to address the risk:

(i) A Quality Discussion Forum for Faculties meets regularly (at least 3 times per

year).

(ii) A similar Forum was initiated for the S & S divisions and was conducted in

September 2012.

(iii) Training of UJ staff members as chairpersons for peer review panels. The first

workshop for academics was conducted 25-26 April and was attended by 20

persons from 7 Faculties and also DIPEM, ADC and UQP. A similar workshop for

staff members in the S & S divisions is planned for the 2nd semester.

(iv) The identification of key elements in the processes as quality checks by the

UQP.

(v) Divisions, departments, etc. complete a questionnaire to determine their

satisfaction with the process and UQP support.

(vi) Visits to other SA universities, membership of a small inter-institutional quality

discussion forum (the Garmin Group) to explore best practises.

5. EMPLOYMENT PROFILE

5.1 Staff component

The UQP consists of five staff members and two student assistants. All five staff

members have permanent appointments.

In the photograph below:

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Front from left to right: Ms Violet Pienaar (Executive Secretary), Prof Hester Geyser

(Head: UQP)

Back from left to right: Ms Dragana Weistra (Facilitator: Quality Promotion), Mr Mthu

Vongo (Coordinator: Quality Promotion), Ms Ina Pretorius (Coordinator: Quality

Promotion).

The following organogram provides relevant information on the UJ staff component,

their designations, etc.:

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5.2 Employment equity

The following two tables provide details of the staff profile (including student assistants)

in terms of race and gender:

(i) Race

Coloured

African

White

Indian

1 (14%) 6 (86%)

(ii) Gender

Male

Female

2 (29%)

5 (71%)

6. ENVIRONMENTAL SUSTAINABILITY

There is a drive to conduct paperless meetings in the UQP. The use of paperless

meetings has been cascaded down within the institution and UQP staff members are

being encouraged to implement paperless meetings.

Environmental sustainability efforts include full support of UJ’s waste management and

recycling initiatives by recycling paper, limiting printing on both sides and

switching off lights at night.

7. STAKEHOLDER ENGAGEMENT

7.1 National involvement

National engagement up to September includes:

(i) A visit to TUT has been undertaken to explore different practices in student

engagement in quality promotion.

(ii) Membership of a small inter-institutional quality discussion forum (the Garmin

Group) that meets once a year. This year the meeting was at NWU – UJ will host

this meeting next year.

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(iii) Two UQP delegates attended the CHE Quality Assurance Forum (21 February

2012 at the CHE’s Murisi Auditorium). A report has been submitted to the STLC

and SQC and a number of academic leaders (i.e. the Registrar, the ED: ADS,

Director: DIPEM, etc.)

(iv) A visit to the Quality Unit at UP was undertaken to discuss practices in student

involvement in quality promotion, as well as interactions with professional

councils/boards.

(v) A meeting between the HEQC and the UJ senior management to discuss the UJ

Quality Improvement Plan and Progress Report.

(vi) Two staff members (Ms Weistra and Mr Vongo) attended the HESA meeting (31

July 2012) on the professionalization of the quality manager’s position in

universities. A proposal will be sent to universities for consultation.

(vii) Two UQP delegates attended the CHE Quality Assurance Forum on 28 August.

A report served at the R Exco meeting in September 2012.

(viii) Four UQP staff members attended the SAAIR Quality Institute at UNISA on 29-

30 August. Two of them (Hester Geyser and Ina Pretorius) presented papers.

7.2 Internal engagement

(i) A Quality Discussion Forum was held on 7 March for faculty quality managers on

a number of quality matters such as the reporting lines, the framework for non-

subsidised programmes, etc.

(ii) UQP members serve on a number of UJ committees, task teams and working

groups such as the STLC, the PWG, CEAB, the RPL working group and the WIL

working group. The UQP provided support to the SQC (up to the second term

when the SQC was dissolved) and also serves on some Faculties’ quality

committees (e.g. Humanities).

(iii) All the staff members (excluding Ms Violet Pienaar) attended a two day

discussion forum (7-8 February 2012) meeting at the Potchefstroom Campus of

the NWU. Universities represented include the University of Pretoria, University

of Stellenbosch, NMMU and the University of North West. See photograph below.

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(iv) A series of meetings with the ADC staff on service modules and at-risk modules.

(v) A Quality Discussion Forum for service and support divisions was established in

September 2012. This forum will meet as and when needed to discuss relevant

quality matters in the S & S divisions.

8. LEADERSHIP FOOTPRINT

Internally, the UQP provides leadership/expertise in a number of areas, such as:

(i) The development of the document, Quality management of Continuing and

Professional Development Programmes in collaboration with a staff member from

DIPEM.

(ii) A set of guidelines for academics/staff on the implementation of RPL in faculties.

(iii) The development of a framework for student engagement in quality promotion

9in process).

(iv) The development (in consultation with UJ staff members) of the UJ Progress

Report (in response to the UJ Improvement Plan) and the identification of follow-

up activities.

(v) Development of a proposal for faculty reviews, i.e. Scope and nature of faculty

reviews, submitted to the MEC (23 October 2012) for approval.

9. TRANSFORMATION

9.1 UJ Transformation Plan

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The UJ Transformation Plan includes references to the former DIPQP. This has been

brought to the attention of the Transformation Office.

The document, UJ Traditions, as well as the UJ Transformation Plan and the document

on the role of the Transformation Facilitator have been discussed at a UQP meeting.

UQP together with DIPEM agrees to combine Transformation and wellness initiatives in

the two offices. A Transformation Facilitator for the UQP has been identified, i.e. Mr M

Vongo.

A proposed plan for activities was approved by both units. The first joint activity (i.e. a

show and tell) was held in September. The aim was to give each staff member an

opportunity to introduce him-herself to the rest of the staff and to tell them about aspects

of their lives/hobbies/interests that are not commonly known to all staff members.

9.2 Staff development

UQP attended the following UJ staff development opportunities:

(i) Ms I Pretorius and Ms V Pienaar attended the ‘326 Workshop’ presented by Dr

Pieter Kitshoff (on Monday 19 March, STH Auditorium, APB) on the topic

“Prevent Conflict and Stress and Apply the Laws of Agreement in your Personal

and Organisational space”.

(ii) Prof Geyser, Ms Pretorius and Ms Tatic (now Weistra) attended a one day

workshop presented by Mr Davide Zaccariello (Founder of Poxibilita in Italy) on

“Responsible Conversation: From Re-active to Re-directive” (on Monday 26

March 2012, Conference room C, Madibeng).

Development opportunities external to the UJ were also utilised, namely:

(i) All the staff members (excluding Ms V Pienaar) attended a two day discussion

forum (7-8 February 2012) at the Potchefstroom Campus of the NWU.

Universities represented include the University of Pretoria, University of

Stellenbosch, NMMU and the University of North West. In this community of

practice, relevant topics were discussed and the exchange of ideas was valuable.

Members of the UQP were responsible for two presentations, namely:

- To complete the circle: Improvement Plans, monitoring and follow-ups (H

Geyser)

- Alignment of quality reviews of support services in a multi-campus environment:

Combined evaluations? (I Pretorius).

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(ii) Ms I Pretorius and Mr M Vongo attended a CHE Quality Assurance Forum (on 21

February 2012 at the CHE’s Murisi Auditorium). All the discussions were based

on the following five presentations:

- Demonstrating Quality in Higher Education (Dr Mark Hay - CHE),

- QA in Teaching & Learning (Prof Sabiha Essack - UKZN),

- Towards a Good Practice Database (Dr Luke Mlilo - CHE),

- HEQF Implementation Feedback (Dr Denyse Webbstock - CHE

- Standards Development (Prof Francis Faller - Wits).

Copies of the report have been sent to relevant UJ staff members, including the

Registrar’s Executive Committee.

(iii) Ms I Pretorius and Mr M Vongo visited the quality office at TUT (15 March) to

discuss student involvement in quality practices. A report in this regard will be

submitted to the Registrar’s Executive Committee.

(iv) Mr M Vongo attended a pre-doctoral workshop (on Critical Realism) offered by

Rhodes University from 11 to 16 July 2012.

(v) Three staff members have visited the Quality Unit at UP to discuss practices

w.r.t. student involvement in quality promotion, a protocol for professional council

visits, etc.

(vi) Arrangements have been made for Ms Weistra to attend a workshop on

qualitative research offered by the University of Stellenbosch from 29 – 30

October 2012.

UQP organises regular in-house capacity development opportunities for its own staff.

The following opportunities have been presented:

(i) Advanced MS Word referencing skills.

(ii) Research project on the value added by quality reviews (including the

development of interview questions, etc.).

(iii) Discussions of the UQP research report on faculty quality management at UJ

w.r.t the follow-up activities.

(iv) An information session on the standards development project by the CHE.

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10. CHALLENGES

The flexibility of the UJ Quality Plan requires customised support for the different kinds

of reviews (e.g. module reviews, combined programme and departmental reviews, etc.).

Keeping track of the different reviews in faculties and in the S & S divisions for follow-up

activities and support, as well as the customisation of support materials are quite

challenging.

The main challenge, however, remains the custodianship of the quality review

processes. The UQP facilitates these processes and have identified a number of key

areas in the process that should be monitored carefully, namely the approval of the

SER, the approval of the peer review panel and the site visit by the relevant line

managers, the contextualisation of the peer review report and the development of

improvement plans. The training of UJ staff as chairpersons is another of the mitigation

activities undertaken by UQP (see photograph below). Dr Jannie Jacobs from NWU

presented the workshop on chairing a peer review panel.

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unit for quality promotion · 3 unit for quality promotion: quarterly report january – september...

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