Guidance F: Franchise Framework - Quality Assurance Services Collaborations and Partnerships Group
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V3.0 (August 2013) Quality Assurance Services Collaborations and Partnerships Group Guidance F: Franchise Framework
V3.0 (August 2013) Contents 1. Introduction ...................................................................................... 1 2. What is a franchise ............................................................................ 2 3. Establishing a franchise arrangement ................................................... 4 4. The approval process ......................................................................... 5 5. Scope of a franchise arrangement ....................................................... 6 6. Course management .......................................................................... 6 7. Quality assurance .............................................................................. 7 8. Adminstration of a franchise ............................................................... 9 9. Arrangement for students ................................................................. 11 10. Contractual position ......................................................................... 12 Appendix 1 – Learning resources ........................................................................... 13 Appendix 2 – Teaching materials ........................................................................... 16 Appendix 3 – Franchise Coordinator and Link Tutor handbook ................................... 17 Appendix 4 – Illustrative pricing schedule for taught programmes (2013/14) taught by partner institutions overseas ............................................................. 27 Appendix 5 – Documentation required ................................................................... 28 Appendix 6 – Annual partnership board terms of reference ....................................... 29 Appendix 7 – Staff development activity for franchise partner institutions .................. 30 Notes: V1.0 First edition V1.1 Minor revisions and corrections V1.2 Minor revisions and corrections V2.0 Revisions and corrections and updates to reflect 2013/14 practice V3.0 End of cycle review: revised format, revisions and updates
V3.0 (August 2013) 1. INTRODUCTION This guidance document details the University’s approach to establishing and maintaining collaborative provision with a partner institution, to deliver courses through a franchise arrangement. This guidance document will assist colleagues within faculties who are considering pursuing this type of collaborative provision. Moreover, it provides potential partner institutions with information on the University’s expectations relating to franchising, including the underpinning principles of this type of collaborative model, along with the related processes and procedures. This document should be used in conjunction with the University’s Academic Principles and Regulations (http://www.leedsmet.ac.uk/about/academic- regulations.htm) and other guidance produced by the University’s Quality Assurance Services (QAS). The Collaborations and Partnerships Group (CPG) within QAS will work closely with faculties to ensure the University can respond flexibly and promptly to prospective partner institutions whilst ensuring compliance with the University’s regulations, especially Section E: Partnerships, Collaborative Provision, Flexible and Distributed Learning & Accreditation of Provision Delivered at Other Institutions. The key parameters, within which the Framework operates, are as follows: The Framework has been developed in the context of the UK’s national quality assurance framework and with specific reference to the UK Quality Code for Higher Education (Quality Assurance Agency for Higher Education, 2011- ) which provides guidance on maintaining academic quality and standards for universities and colleges. Particular cognisance has been taken of chapter B10 “Managing higher education provision with others”: The Framework is a key enabling mechanism for the University’s ‘Strategy for the Delivery of Taught Undergraduate Programmes in Collaboration and Partnership, 2011-2016’, and in particular the strategic objective within the strategy to consolidate and grow the University’s portfolio via overseas partnerships.
V3.0 (August 2013) 2. WHAT IS A FRANCHISE Definition A franchise is defined by the University as an arrangement whereby the University allows the whole or part of one or more of its own internally developed programmes to be delivered and assessed at a partner institution, leading to an award of Leeds Metropolitan University. The University retains overall control of the course’s content, regulations, delivery, assessment and quality assurance arrangements. Features of the Leeds Metropolitan Franchise Framework a. The University remains ultimately responsible for the quality of student learning opportunities and the academic standards of the award(s). b. Partner institutions will be required to adopt all aspects of the University’s quality management systems and regulations. c. The curriculum content of a franchised programme is developed and owned by the University; a franchise course will be in academic approval and will normally be operational in Leeds. d. Assessments will be set and moderated by University staff in consultation with partner institution staff; franchise students will be assessed through the auspices of a University Board of Examiners. e. Delivery of the course on the basis of multiple intakes of students (i.e. more than one intake in any academic year) will be permitted. f. Third party (serial) franchising to another organisation is never permitted (Academic Principles and Regulations Section E1.1.6). However, in some circumstances, responsibility for the provision of specialist premises, for instances, may be sub-contracted to another party. g. The University delegates responsibility for the recruitment of students to the partner institution. However, responsibility for the selection of students is shared between the University and partner. h. Franchise students are registered with the University and are subject to its Academic Principles and Regulations, including those relating to academic appeals. i. The partner institution is responsible for: the delivery of the programme, the provision of learning resources and student support.1 1 Access to University learning resources will be as defined in Appendix 1.
V3.0 (August 2013) j. The University will provide the partner institution with the relevant teaching materials to deliver the course.2 k. An annual Partnerships Board will be established to facilitate the strategic development of the collaborative partnership. l. The University and the Partner will identify staff (Franchise Coordinator / Link Tutor/ Course Leader), who will be responsible for the franchise arrangement, in accordance with the University’s quality assurance framework. m. The University will require a biannual (i.e. twice per year) mutual review of the operation of the partnership and provision during the first period of approval. n. The University reserves the right to carry out audits of the partnership and course(s) above and beyond the initial mutual reviews of the operation of the course. 2 Appendix 2 provides a description of the materials that will be provided by the University to the Partner.
V3.0 (August 2013) 3. ESTABLISHING A FRANCHISE ARRANGEMENT The following steps are required to establish a franchise arrangement with a partner institution. These are represented as a flowchart on the following page. Documentation required for each stage of the process can be found in Appendix 5. a. Faculty-level approval in principle b. Sign-off by Dean(s) c. Section A of Planning and due diligence (PDD) checklist initiated by the Faculty, checked by CPG and approved by DVC, Strategic Development d. Receipt of PDD checklist by University’s Corporate Management Team (CMT) e. Agreement of fee schedule (see Appendix 4 for illustrative schedule)3 f. Submission of New Course Proposal form(s) g. Receipt of New Course Proposal form(s) by CMT h. Invoice partner for PDD process and for validation as appropriate i. Venue visit checklist , including Libraries and Learning Innovation checklist j. Completion of Section B and C of the PDD checklist, including business planning, costing, etc. (for a full list of documentation required see Appendix 5) k. Agreement of event date and event planning l. Submission of documentation by Faculty/ies to CPG, at least eight weeks prior to the event m. QAS memo disseminated to relevant faculties n. Institutional recognition (if not already a recognised institution) o. Validation (and approval of minor modification if required) p. Post-event activities (e.g. fulfilment of conditions) q. Contractual drafting and signing r. Reports to Faculty Academic Board and Partnership and Collaborations Sub- Committee s. Recommendation to Academic Board t. Course set-up in Banner (Final / Approval Validation Form) University guidance relating to Guidance C: Institutional Recognition and Guidance D: Validation will apply with respect to the timeframe of documentation submission, format of an event, panel membership and post-event processes. Should you have any queries concerning any element of the process, e-mail CPG at email@example.com. 3 The actual fee schedule will be included as a Schedule to the Collaboration Agreement.
V3.0 (August 2013) 4. THE APPROVAL PROCESS Indicative timescale (weeks Activity prior to event) 16+ weeks Approach to or from potential partner institution PDD checklist initiated by Faculty and approved by DVC, Strategic Development Receipt by CMT 12-16 weeks PDD completed Submission of SPA Agreement of fee schedule Event planning 20 weeks 8-12 weeks Documentation collation and production Preparation of invoice for PDD and validation fees 8 weeks Submission of documentation 8 weeks Invoice for PDD and validation fee sent to partner 4 weeks Receipt of PDD and validation fee from partner 4 weeks Travel arrangements made 0 weeks Institutional recognition (or review) 0 weeks Validation (and approval) Contractual signing 4 weeks Post-event outcomes (post-event) Reports to PSCS - recommendation to Academic Board
V3.0 (August 2013) 5. SCOPE OF A FRANCHISE ARRANGEMENT 1. The entire content of franchised courses must be in approval within existing University courses (i.e. academic content approved through normal academic approval / periodic review processes). To support delivery and provide a benchmark against which a franchise course can be evaluated, courses will normally be running at the University. 2. In exceptional cases it may be permissible for bespoke courses allied to existing provision to be developed to run at a partner institution. The bespoke course will be sufficiently related to provide appropriate subject expertise and the opportunity to compare performance and standards achieved at the partner to University-based provision of a cognate subject area. Franchise courses may also be delivered by a different mode of delivery from that offered at the University. 3. Changes to course content or delivery in order to facilitate the franchise model are normally permissible only to accommodate cultural differences, provided these do not normally amount to more than 20 credits of a level (i.e. no more than a total of 60 credits across a full three year undergraduate degree programme) and do not affect the approved aims and overall learning outcomes for the course. Changes will either be considered via Faculty deliberative structures or as part of a validation event held at the partner institution. 4. The University is willing to agree appropriate contextualisation of the curriculum and /or assessments associated with the franchise delivery, provided that the overall aims and learning outcomes of courses are unchanged from what is delivered and that any changes to assessment tasks are made in accordance with University regulations i.e. with the approval of the External Examiner. 5. The course may be approved to run at multiple sites operated by the partner institution, subject to the validation panel’s satisfaction that the standards required can be met at all sites and that appropriate University guidance has been followed in respect of multiple campuses, whereby any satellite sites must be visited and approved by the University prior to delivery of courses. 6. The partner institution is responsible for the delivery of the course. It is, however, recognised that teaching contributions from University staff may be beneficial particularly in the formative years of operation. 6. COURSE MANAGEMENT 7. The partner institution is responsible for the delivery of the course. It must therefore, have the resources required (physical and human) and must be able to satisfy the University as to the adequacy of these at all sites at which the course is delivered. 8. Each Faculty will appoint a Franchise Coordinator who will oversee the Faculty’s franchise arrangement (s). The Faculty will also appoint a Link Tutor (s) who will
V3.0 (August 2013) provide operational, day-to-day subject specific support, at course level (Appendix 3). 9. Where provision includes more than one Faculty, internal communication will be formalised by the establishment of Oversight Groups, attended by Franchise Coordinators, Link Tutors (where relevant) and members of the Quality Assurance Services (CPG). The Oversight Groups will be serviced by CPG. 10. The partner institution will also identify a member of staff (Franchise Coordinator) who is responsible for managing the collaboration with the University. Named Course Leaders will also be appointed (Appendix 3). 11. An annual Partnership Board will be established to facilitate the strategic development of the collaborative partnership between the University and the Partner. The Partnership Board will provide the Partnerships and Collaborations Sub-Committee with oversight of the collaborative partnership, identifying strengths and weaknesses and enabling necessary responses as and when issues arise. The Terms of Reference can be found in Appendix 6. 12. The University will offer and deliver on site at the partner premises a range of staff development sessions to support the delivery of franchised courses. Staff development activity will be reviewed on an annual basis at the annual Partnership Board and on an on-going basis through the Franchise Coordinators. Moreover, partner institution staff will be encouraged to be active in their field of interest/expertise and will have access to the University’s staff development opportunities where applicable. Appendix 7 details the development areas that will be covered in face-face workshops and / or supported by a range of on-line resources and materials. 7. QUALITY ASSURANCE 13. Franchises must be approved, monitored and reviewed through the range of University processes. 14. The University will require completion of a biannual mutual review during the first cycle period of approval. These monitoring reviews will consider a range of elements as defined in the methodology for mutual review. 4 The outcomes will be reported to the Partnerships and Collaborations Sub-Committee. Mutual reviews will not replace the University’s annual monitoring and review process, nevertheless feedback collated from discussions will inform the annual report (paragraph 16). 15. Annual monitoring and review arrangements will follow the University process. University staff (Link Tutor) must attend the annual review meeting and where possible attend Student Focus Groups and in-year Enhancement and Development meetings (engagement can be via virtual means). 4 The proposed methodology was presented in the paper PSC-2012-049 to the University’s Partnerships and Collaborations Sub-Committee on 10 December 2012 and was subsequently agreed by the Sub-Committee.
V3.0 (August 2013) 16. The University will require an annual report on the operation of each course to be submitted, tied in to the University’s own review procedures. 17. The University reserves the right to carry out audits of the partner institution and course(s) above and beyond the biannual mutual review of the operation of the course; this could include inspecting students' assessed work and teaching observations. The University employs academic audits for two main purposes: to provide Academic Board with the assurance that the delegated responsibilities for quality and standards of academic provision are being properly discharged and to promote quality enhancement by the identification and dissemination of good practice. Such audits could be prompted by indicators including adverse External Examiner reports. 18. University assessment regulations, procedures and processes will apply to a franchise arrangement. Any variation in assessment arrangements must be approved by the University’s Quality Assurance Services. 19. An External Examiner(s) will be required for the franchised course and should normally be the External Examiner(s) appointed for the course delivered at the University. The appointment(s) should be made at the earliest opportunity to ensure the External Examiner is in place before the franchised course delivery begins. The External Examiner will not report separately on the franchised course but will be asked to directly compare the standards and quality of the University and partner institution courses. If it is not feasible or possible to appoint the University External Examiner to the franchised delivery then an additional External Examiner will be appointed.5 20. University staff (Link Tutor) will set assessment tasks for students in consultation with partner institution staff (Course Leader). Some adaptation to reflect the local context will be allowed, without prejudice to the course’s learning outcomes). In addition University staff will moderate the assessed work of students following initial marking by partner institution staff. The University may during the developmental stage of the partnership, provide additional support to the partner institution by undertaking an internal examining role. 21. The partner institution will be responsible for coordinating Examination Committees to determine students’ module outcomes; these will normally be chaired by an Associate Dean or nominee. Ratified module marks will subsequently progress to a Board of Examiners held at the University. The Board of Examiners will include appropriate representation from the partner institution. University staff will have received the mandatory training to chair a Board of Examiners or Examination Committee. It is expected that the External Examiner will attend the Board of Examiners held in Leeds, and be able to 5 The Franchise Activity Cycle contains a set of principles that details the appointment of External Examiners for franchise provision and the requirements of the Franchise Framework with respect to engagement with the assessment process.
V3.0 (August 2013) sample assessments for franchised courses and attend the partner-based Examination Committee where appropriate and feasible. 22. Proposed minor/major modifications to the course must be approved by the relevant University Faculty Academic Board and reported to the University’s Partnerships and Collaborations Sub-Committee. The timing of such changes must take account of any University deadlines specified for administrative systems changes. 8. ADMINSTRATION OF A FRANCHISE 23. Maximum, minimum and target student numbers per intake will initially have been stated as part of the planning and due diligence process. The validation panel will consider the partner institution’s ability to deliver the proposed student numbers and number of intakes and may recommend an adjustment to plans. The Collaboration Agreement will capture data on agreed student intakes and numbers following the event. 24. Publicity material relating to both the partnership and the course (s) must be approved following University guidance on public information for collaborative provision, prior to publication. The status of the course as an award of the University must be made clear in any marketing of the course. 25. Course documentation, for example, the course handbook, will be produced and updated by the partner institution using University templates and be contextualised as appropriate for approval by the University. Copies will be lodged with the partner institution and definitive copies will also be held by the Faculty and the CPG. 26. To ensure its currency, following any modifications, course documentation will be reviewed by the Link Tutor on an annual basis, prior to its dissemination to the partner and publication to students. 27. The University will share responsibility with the partner institution for the admission of students to the course in accordance with the course and University admissions regulations. This process will be monitored closely by the Link Tutor who will undertake sampling of the admission of applicants who demonstrate standard evidence of meeting the course entry criteria. Where an applicant falls into the non-standard category, the responsibility will rest with the University. The Link Tutor will make an academic judgement as to the suitability of the applicant, taking into account evidence presented by the applicant and a commentary from staff at the Partner. 28. Collection of fees from students is the responsibility of the partner institution. The Collaborative Agreement will set out the arrangements for the collection of agreed payments from the partner to the University. 29. Records of students registered for the award will be maintained by the University. Data required by the University in order to establish, maintain and
V3.0 (August 2013) update records will be delivered by the partner institution in the format and timeframe defined by the University, accounting for any local regulations concerning data protection.
V3.0 (August 2013) 9. ARRANGEMENT FOR STUDENTS 30. All franchise students of the University will register with the University as candidates for the University award for which they are studying. Students will therefore be bound by the University’s Academic Principles and Regulations and General Regulations. 31. In respect of the use of facilities and general student conduct, students will also be bound by the partner institution’s own corresponding student regulations. 32. Overall responsibility for providing learning resources, for example, teaching space, specialist facilities and equipment, library and IT resources and student services to support the intended delivery lies with the partner institution. There will normally be no access to University learning resources or student support services, such as careers guidance, disability support and counselling. Appendix 2 details what partner institution staff and students can expect from the University to support delivery. Institutional recognition and validation will test the adequacy of a partner institution’s infrastructure to support franchise delivery. 33. The partner institution is responsible for ensuring students have the opportunity to give feedback to staff on their learning experience and are aware of how student views are considered and where necessary acted upon. 34. The partner institution is responsible for ensuring each franchised course has an appropriate number of nominated course representatives, in line with University guidance, whose role is supported by appropriate training and development, delivered by partner institution staff. 35. The partner institution is responsible for ensuring course representatives have the opportunity to fully engage with quality assurance processes including annual monitoring and review, and the partner institution’s governance structure. 36. Students will be made aware of the partner institution’s complaints policy and procedures and any additional support available to them as a student of the University. 37. The obligations of the University to the partner institution and the students must be made clear especially in case of termination of the Collaboration Agreement. It will be the normal expectation that arrangements will be made locally for students to complete their studies. Failing that, students may transfer to the University to complete their studies on payment of the relevant student tuition fee.
V3.0 (August 2013) 10. CONTRACTUAL POSITION 38. A formal agreement between the parties exists, the terms of which are encompassed in the Collaboration Agreement that must be signed by both parties before delivery of the course(s).
V3.0 (August 2013) APPENDIX 1 – LEARNING RESOURCES Leeds Metropolitan University: Libraries and Learning Innovation Support for Collaborative Partners running franchised courses Our University’s framework for franchised courses is based on the expectation that collaborative partners are in a position to provide the infrastructure, learning resources and student support of sufficient quality and quantity to support the intended delivery in a way that is equivalent to provision at our University. Our University’s Franchise Framework states: The partner institution is responsible for the delivery of the course or part of a course. It must, therefore, have the resources required and must be able to satisfy the University as to the adequacy of these at all sites at which the course is delivered. (Course management, Section 6, paragraph 7) Overall responsibility for providing learning resources for example, teaching space, specialist facilities and equipment, library and IT resource and student services to support the intended delivery lies with the partner institution. (Arrangements for students, Section 9, paragraph 31) In order to support partners in developing their infrastructure and resources to this equivalent level, Leeds Metropolitan is able to assist partners in a number of ways, if necessary. These could include: Access to course documents, including the Programme Specification as set out in the Course Approval Template (CAT), Module Approval Templates (MAT), indicative teaching programme outlines, and other teaching materials; in addition, teaching staff in the partner institution may have access to Leeds Metropolitan University modules on the University’s Virtual Learning Environment to see how content is used in the module context; Advice on transferring Leeds Metropolitan teaching and learning materials to a local VLE; Training materials to support the use of the Blackboard 9 VLE, and any other learning platforms used by Leeds Metropolitan University, which the Partner then may also adopt; Web pages specifically for students in Partner institutions which highlight high quality Open Access academic journals and information resources that are available on a cost-free basis; General advice, as needed or requested, on issues relating to establishing a Higher Education Library, including study environments, and building collections of print, electronic and multi-media resources; Subject specialist advice from our academic librarians in recommending resources to support the subject area, including resource lists that have been prepared to support these courses and modules;
V3.0 (August 2013) Recommendations for Open Access repositories of learning objects and other learning materials that may be embedded into modules, also available on a cost-free basis; Use of the Leeds Metropolitan University Repository, which hosts the open access research outputs of our academic staff and researchers, and learning objects and materials supporting both subject-specific and generic skills, including information and digital literacy, employability and global outlook; The opportunity to purchase our extensive set of online academic skills materials, Skills for Learning, in CD ROM format, which may be loaded onto the Partner’s local intranet or VLE, and made available to the Partner’s academic staff and students at a cost of £5,000 for the original CD ROM, and thereafter £1,000 for each annually updated release which the Partner chooses to purchase; Participation in the network of librarians and learning support professionals supporting our collaborative provision, to support liaison and sharing of good practice, and periodic joint staff development activities. Student Comments Staff access access Access to See Appendix 2 for definition of teaching teaching materials. Access is via the partner’s VLE and materials not the VLE of the University. Access to VLE Including teaching materials, message Associate X boards, calendar, etc. staff access given on The application form for Associate Staff access receipt of can be found at: application http://www.leedsmet.ac.uk/staff/associate- staff-card.htm * Access to online Partner staff and students will have access information to the Library Online website, which will resources and contain a bespoke page directing them to learning freely available online resources materials (free) Access to online The online learning resources to which the X X information University subscribes will not be available resources and to partner staff or students learning materials (subscribed) ‘Skills for Available for partner institutions to Optional Learning’ purchase resources *Completed application forms will be processed by the relevant Faculty. Once Associate staff status has been granted, the Faculty will send the Leeds Metropolitan login and
V3.0 (August 2013) password to the member of staff at the partner and ensure the member of staff is attached to the module on which they will be teaching. The Course Leader will, however, need to be attached to all of the modules. Associate staff access will enable partner institution staff to access teaching and learning materials and download required materials either for dissemination to students and / or for uploading onto their own VLE.
V3.0 (August 2013) APPENDIX 2 – TEACHING MATERIALS In line with the University’s Franchise Framework and as defined in the formal written agreement underpinning this type of collaborative provision (Collaboration Agreement), partner institutions recognised by the University to deliver validated franchised provision can expect to be supported by a University Franchise Coordinator / Link Tutor from the relevant faculty. In the spirit of collaboration and specifically to promote mutual understanding of academic standards, to support staff development and to facilitate comparison of Leeds-based and partner institution-based courses, the University will share teaching materials necessary for the franchised delivery. Under the Collaboration agreement governing franchised delivery, this includes: Course documents including programme specification and admissions criteria as set out in the Course Approval Template (CAT) Module specifications (MATs) Course handbook template (partners will be required to contextualise the handbook to the collaborative setting. The University will approve the handbook prior to dissemination to students) Indicative teaching programme outline specifying contact time in lectures, seminars, tutorials or other timetable activity. Presentation slides and/or papers for key areas of content: this would encompass essential concepts or other material required for successful completion of the learning outcomes Indicative topics for tutorials and/ or tutorial exercises Information or specifications for activities such as field work exercises, laboratory and/or practicals Assessment details and marking criteria (subject to contextualisation as appropriate by local staff and moderation by the University staff) Past exam papers (where possible) The University faculties through the identified Link Tutor will determine and agree with relevant partner institution staff the most appropriate and efficient ways of providing the materials indicated. For example, via email, optical media (CD or DVD), USB stick or upload to the partner institution’s Virtual Learning Environment (VLE) where one exists or bespoke technological solutions developed by individuals. The exchange of documentation will take place at the very least one month prior to the intended start date as defined by the Franchise Framework activity schedule. The experience of using shared teaching materials will be discussed and formally reviewed by the University’s Link Tutors and partner institution Course Leaders as part of the University’s annual monitoring and review processes. Ongoing communication between the two bodies will enable prompt resolution of issues as and when they arise. Furthermore, the biannual mutual reviews of courses planned for the period of approval will facilitate further discussion regarding the effectiveness of support by the University.
V3.0 (August 2013) APPENDIX 3 – FRANCHISE COORDINATOR AND LINK TUTOR HANDBOOK 1. GENERAL INTRODUCTION The University’s Strategy for the delivery of taught undergraduate programmes in collaboration and partnership, 2011 to 2016 (Approved by Academic Board November 2011) places significant focus on the development of franchise collaborative arrangements both with overseas HEIs and domestic and overseas private providers; ‘we will move to a full franchise or articulation model over the next two years. Franchise will involve the development of a model which ensures the maintenance of quality and standards, of our awards delivered by recognised partners.’ In order to effectively exploit the opportunities and to manage risks associated with franchise delivery, the University will implement a structure of support involving academic and administrative staff from across the University, as well as areas of specialism such as the Libraries and Learning Innovation (LLI) team and Centre for Learning and Teaching (CLT). Franchise Coordinator Professional Services - LLI Link Tutor / CLT Franchise Partner Faculty Collaborations Administrative and Partnerships Staff Group . Effective communication both within the University and between the partner and the University is critical to the successful operation of franchised provision. All University staff involved with a franchise arrangement should have a sound understanding of The Franchise Framework combined with a broader grasp of the University’s Academic Principles and Regulations and the processes and procedures which underpin these principles and regulations. Staff development sessions will be delivered on an on-going basis by CPG and academic colleagues in the faculties and CLT, to support the implementation of these roles across the University. The diagram below illustrates how communication will be channelled between the partner and the University and how communication will be formalised by an annual
V3.0 (August 2013) Partnership Board as well as internal Oversight Groups. The Partnerships and Collaborations Sub-Committee will retain oversight of outcomes of interactions between a partner and the University. Collaborations and Partnerships Group / Quality Assurance Services Franchise Franchise Franchise Annual Coordinator Coordinator Oversight Group Partnership Board (Faculty) (Partner) Partnerships and Partnerships and Collaborations Course Leader Collaborations Link Tutor Sub-Committee Sub-Committee Academic Quality Academic Quality & Standards Link Tutor Course Leader & Standards Committee Committee Administrative Support/Professional Academic Board Services Academic Board 2. APPOINTMENT OF UNIVERSITY STAFF TO MANAGE FRANCHISED PROVISION At the start of each academic year (i.e. 1 August), the Faculty will provide the Quality Assurance Services with an up-to-date list of faculty Franchise Coordinators, and Link Tutors allocated to the franchised courses due to run during the year. Subsequent in- year changes to Franchise Co-ordinators and Link Tutors will also be reported to QAS. Franchise Coordinators (and Link Tutors) will be appointed for both overseas and domestic franchise arrangements. Other arrangements for collaborative provision (validated provision with FE partners, joint delivery and off-site delivery) will continue to be supported through the structure of Collaborative Delivery Coordinators (CDCs). If a partner institution has a small amount of provision i.e. two or three courses which comprise a cognate subject area, the appointed Franchise Coordinator may take on the responsibilities allied to both the Franchise Coordinator and Link Tutor. The Franchise Framework Activity cycle schedule provides staff with a practical timeline of tasks and responsibilities and should be utilised by University staff and partner institution staff alike. In addition, at the start of each academic cycle an Operational Plan will be produced by faculty staff in conjunction with partner staff. The Operational Plan will contain key dates of quality assurance activity, for example the date of the Examination Committee and the dates of Annual Monitoring and Review meetings.
V3.0 (August 2013) 3. FACULTY ACADEMIC SUPPORT The Faculty will appoint a Franchise Coordinator. This role will be undertaken by a senior academic colleague. Where provision with a partner spans more than one faculty, a Franchise Coordinator will be appointed for each faculty. In addition, the faculty will appoint a Link Tutor. Link Tutors will be responsible for provision at course level or in some cases in cognate subject areas and will work closely with the Course Leader based at the partner institution. 4. ROLES AND RESPONSIBILITIES OF UNIVERSITY FRANCHISE COORDINATOR The following encompass the key responsibilities of a faculty based Franchise Coordinator: Strategic and academic development Quality Assurance Ensuring the course is approved for delivery and where applicable has received the necessary in country approval Ensure the partner’s policies on recruitment and selection are operationalised and in line with university requirements regarding admissions processes Ensure that appropriate resources are available and regularly updated to deliver validated provision Responsibility for compliance with the University’s Academic Principles and Regulations Act as a focal point of communication between the partner and the University Attendance at the Oversight Group (s) (internal liaison group) on behalf of the Faculty Share good practice in relation to Teaching and Learning supported by staff development activity Attendance at the annual Partnership Board Oversee compliance with the Collaboration Agreement Work closely with CPG / QAS Ensure Examination Committees are appropriately chaired by an Associate Dean of the Faculty or nominee (approved by QAS) Provide regular reports to the Dean of faculty and where relevant other members of FLT and Directors of service areas as well as senior colleagues at the partner. Ensure guidance in relation to the approval of public information is adhered to by the partner Support any mutual review activity as required Support annual monitoring and review process by the production of a partner level report
V3.0 (August 2013) It is envisaged that Franchise Coordinators will have less communication at course level with partner based Course Leaders. The initial point of contact will be the Franchise Coordinator at the partner or via the Collaborations and Partnerships Group. 5. ROLES AND RESPONSIBILITIES OF PARTNER FRANCHISE COORDINATOR The role of the partner based Franchise Coordinator is not too dissimilar to that of the Faculty based Franchise Coordinator. There is significant emphasis on the partner based Franchise Coordinator to ensure adherence to the University’s quality assurance framework. The partner based Franchise Coordinator is responsible for: Strategic and academic development of the collaboration Ensuring the course is approved for delivery and where applicable has received the necessary in country approval Ensuring full adoption of university’s Academic Principles and Regulations Ensuring the institution’s policies on recruitment and selection are operationalised and in line with university requirements regarding admissions processes Ensuring that appropriate resources are available and continually updated to deliver validated provision Acting as a focal point of communication between their organisation and the University Ensuring that effective means of safeguarding the academic and personal welfare and progress of students are in place Identifying staff development needs and ensuring staff receive appropriate training, development and support Attendance at the annual Partnership Board Ensuring compliance with the Collaboration Agreement Ensuring public information including publicity material online and hard copy and course level documentation receives formal approval by the university prior to publication Maintaining operational oversight of activity 6. ROLES AND RESPONSIBILITIES OF UNIVERSITY LINK TUTORS The roles and responsibilities of the Link Tutor should be read in conjunction with the Operational Guidance for Franchise Delivery. The Guidance will provide clarity as to the process that should be implemented, relevant documentation and templates to be used and how responsibility for the achievement of tasks is shared between the University and the Partner. Meetings and Visits Attendance at student induction (for first year of operation and thereafter as appropriate)
V3.0 (August 2013) Member of and where necessary attendance at Examination Committee to be held at the partner institution (If the faculty FC is chairing the committee attendance may not be required) Member and attendance at annual review meeting and, where possible, in-year Enhancement and Development meetings and Student Focus Groups. These can be conducted via Skype/ Videoconference/ Adobe Connect Invite partner institution staff to attend relevant staff development activities in Leeds Regular meetings with the partner Course Leader (this could be via videoconferencing, Skype, or face-face) to include the exchange of information from course team meetings and discussions regarding curriculum content and assessment requirements. Reporting and Documentation Provision of up-to-date documentation and templates: course documentation, module approval templates, course handbook, programme specification and teaching materials to support delivery Ensure External Examiner reports and responses to reports are shared with the partner institution staff and students Report any issues relating to the academic standards or academic quality of the programme to the Franchise Coordinator, Head of School, Associate Dean and QAS Complete an annual monitoring report reflecting on the partnership over the last academic cycle Monitoring and Checking Provide advice and guidance in respect of University’s Academic Principles and Regulations Advise on admissions decisions regarding non-standard entrants including issues of accreditation of prior learning and entry with credit (with the support of the International Office where appropriate) Conduct a sample of applications and admissions decisions made by a partner to ensure compliance with course level criteria and institutional admissions policy Liaise with staff to ensure assessment is carried out in accordance with section C of the University’s Academic Principles and Regulations Approve the Course Handbook ensuring it is produced on the relevant template and is suitably contextualised to the collaborative setting prior to submission to CPG Ensure that staff appointments are made in accordance with University requirements and are approved by the University (Guidance on appointment of staff) Ensure that partner institution staff are aware of the appointed External Examiner Monitor the continued effectiveness of the facilities and resources including student support and learning resources Ensure staff have up-to-date teaching materials to deliver the programme as required by the University Meet with students at least once a year, either at a specific student focus group as part of the annual monitoring and review or at a scheduled event
V3.0 (August 2013) Identify any staff development needs and respond to those accordingly either through the faculty via the Franchise Coordinator or with the support of the Quality Assurance Directorate Ensure the operation of annual monitoring meetings and the completion of the course level annual report Communications Maintain effective communication channels between the partner institution and the University Maintain effective communication with the Leeds based course team Promote awareness and adoption of University regulations, policies and procedures, and to keep partner staff informed of new or revised policies and procedures as and when they are introduced. Disseminate good practice from the University or HE sector as a whole Provide advice on general programme-related matters, e.g. module development, curriculum review, etc. Raise awareness of progression opportunities for students at the University The Student Voice Ensure partner institution staff are aware of the process of appointing course representatives Support partner staff (in the first year of operation and where necessary) to provide course representatives with appropriate training and support primarily through the student induction process Ensure staff are aware of the need to encourage students to engage with module evaluation and that this data is submitted to the University in the format defined in the required timeframe Ensure there are clear and effective mechanisms for recording and responding to issues raised by students and for reporting back on actions taken or not. Ensure partner staff are aware of the University’s student appeals process and can advise students accordingly
V3.0 (August 2013) 7. ROLE AND RESPONSIBILITIES OF PARTNER COURSE LEADERS Meetings and Visits Coordination and delivery of student inductions Member of and attendance at Examination Committee and where possible attendance at the Board of Examiners to be held at the University Member and attendance at annual monitoring and review meetings, including enhancement and development meetings, student focus groups and annual review meeting. The Course Leader may also be responsible for chairing these meetings Support the biannual mutual review of the operation of the course led by staff from the University’s QAS and the relevant Franchise Coordinator Attendance at staff development at the partner institution and the University (where possible) Attendance at internal meetings and committees in accordance with organisational structures and processes. For example, course team meetings Regular meetings with the relevant University staff (Franchise Coordinator / Link Tutor/ QAS). These can be held via videoconferencing, Skype or face-to-face Reporting and Documentation Distribute current University documentation, including course document, programme specification, module specifications to staff and students as appropriate Contextualise on an annual basis the Course handbook and submit to the Link Tutor for approval Ensure staff and students are aware of comments made by the External Examiner in the annual report Ensure students know where the can access a copy of the External Examiner report Raise any issues relating to academic standards and quality with the relevant University staff i.e. Link Tutor / Franchise Coordinator Monitoring and Checking Support University staff in overseeing compliance with the Collaboration agreement Provide support to local staff in respect of the University’s Academic Principles and Regulations Ensure students are admitted in accordance with the admissions profile of the course and the admissions regulations of the University Ensure assessment is carried out in accordance with University regulations and as advised by the University Franchise Coordinator / Link Tutor Work with University staff to ensure all student data is submitted to the University administrator in a timely manner and in the format defined by the University. Data includes admissions, attendance, retention, withdrawal, progression and completion, and module evaluation data Work with University staff to ensure all public information receives University approval prior to publication Work with University staff to ensure staff appointments are made in accordance with university requirements
V3.0 (August 2013) Work with University staff to ensure partner staff are aware of who the external examiner is for the course Identify any staff development needs specifically within the teaching team and respond to those accordingly either through the Link Tutor or with the support of the QAS Ensure the operation of annual monitoring meetings and the completion of the annual report in conjunction with the Link Tutor Communications To maintain effective communication channels between the partner institution and the University (specifically the Leeds based Course Leader and Module Leaders) To promote awareness and adoption of University regulations, policies and procedures; and to keep local staff informed of new or revised policies and procedures as and when they are introduced. The Student Voice Ensure course representatives are appointed at each level of the course Ensure there is a well-publicised formal mechanism through which staff and students can regularly communicate on matters relating to the student experience Ensure students engage with module evaluation and that this evaluation outcome data is submitted to the University in the format defined and in the agreed timescales Ensure students are engaged with the overall quality assurance processes and that their voice is listened to and responded to 8. SUPPORT OF MODULE LEADERS A Link Tutor will serve as a conduit for information, advice and guidance to support the running of a franchise course. Link Tutors cannot however, work in isolation and will need the support of the Leeds based Course Leader (If the Link Tutor is not the Course Leader) as well as Module Leaders.
V3.0 (August 2013) The below diagram illustrates the anticipated interaction between Link Tutors, Course Leaders and Module Tutors/ Leaders. Franchise Franchise Head of School Coordinator Coordinator (Faculty) (Partner) Course Leader Course Leader Link Tutor (Partner) Module Module Leader Tutor Module Module Leader Tutor Module Module Leader Tutor Module Module leader Tutor Module Module Leader Tutor Module Module Leader Tutor Key areas of responsibility for a Leeds based Module Leader include: The timely provision of teaching materials via the Link Tutor (Appendix 2 of the Franchise Framework contains further information on teaching materials) Advice and guidance in relation to curriculum content, teaching materials and assessment tasks and assessment criteria Timely moderation of a sample submitted by the partner to the University Communication is likely to be via the Link Tutor in the first instance, although there may be cases when a Module Tutor at a partner wishes to discuss an issue specific to the teaching and /or assessment of that module directly with the Module Leader in Leeds. Good practice would be for the Link Tutor to facilitate a structured event (face-face or via virtual means) to
V3.0 (August 2013) share and discuss materials at the start of the academic cycle. The University has a useful virtual conferencing system (Adobe Connect http://www.leedsmet.ac.uk/staff/connect.htm) that could facilitate this type of activity. The facility enables the virtual sharing of documents and discussion. The only equipment required is a PC and headset. 9. SUPPORT OF FACULTY ADMINISTRATIVE STAFF The Operational Guidance for Franchise Delivery provides a comprehensive description of the University’s processes and procedures in the context of franchise delivery. The guidance sets out who (student administration / quality assurance and governance), is responsible for the various elements and how these should be achieved.
V3.0 (August 2013) APPENDIX 4 – ILLUSTRATIVE PRICING SCHEDULE FOR TAUGHT PROGRAMMES (2013/14) TAUGHT BY PARTNER INSTITUTIONS OVERSEAS Fees Notes £2,500 Due diligence check fee £26,000 Quality lead – validation takes place only Validation fee for whole event after receipt of fee. Fee may be reduced to £10,000 per partner for 3 or more in the same location. (Refer to DVC SD) £2,500 Support for Professional, Statutory and Regulatory Body (PSRB) accreditation £500 Total payable to Leeds Metropolitan Undergraduate courses registration fee University (per student, per year or part year of study) for entry at Level 4 and for students advancing from a Leeds Metropolitan University course to a successive year of studies Registration fee for advanced (direct) £900 Fee includes any assessment of APL entry to Level 5 (Year 2) required Registration fee for advanced entry to £1,200 Fee includes any assessment of APL Level 6 (Year 3) required £1,600 Total payable to Leeds Metropolitan Postgraduate (MA/MSc) course University registration fee (per student, per year or part-year of study) Postgraduate (MBA) course registration £2,500 Total payable to Leeds Metropolitan University fee (per student, per year or part-year of study) Minimum fee for each course or group £25,000 Fees charged if (total number of students) x (registration fee) does not exceed of courses within a School of Leeds minimum Metropolitan University in the first year of operation £50,000 Minimum fee for each course or group of courses within a School of Leeds Metropolitan University in the second year of operation £60,000 Minimum fees for every year of operation Minimum fee for each course or group after year 2 of courses within a School of Leeds Metropolitan in the third and subsequent years of operation
V3.0 (August 2013) APPENDIX 5 – DOCUMENTATION REQUIRED The following documentation must be completed in order to underpin the processes which support the development of a franchise arrangement. All documentation will be presented to the institutional recognition and validation panel. The second column indicates who has responsibility for producing each document: Document Responsibility Planning and due diligence checklist Part A/B – Faculty, Part C – QAD Documentation required in order to support Partner institution PDD process: Company registration information Organisational structure Previous three years’ audited financial accounts Financial forecast Constitutional documents/articles of governance Insurance documentation Evidence of local governmental approval/registration (where appropriate) New course proposal form Faculty Venue visit checklist Faculty Libraries and learning innovation checklist Partner institution (Section B of the Venue visit checklist) Faculty briefing statement Faculty Recognition document CPG with partner institution Validation document Faculty with partner institution Operational calendar (required in the case of Faculty with partner institution proposed multiple intakes) Statement of resources Faculty with partner institution Partner staff CVs Partner Faculty approval of staff CVs memo Faculty Faculty document sign-off memo Faculty Course Approval Template, including Faculty with partner institution Programme specification (contextualised to franchise delivery) Module Approval Templates Course handbook (University template , Faculty with partner institution contextualised to franchise delivery) QAS documentation approval memo Quality Assurance Directorate QAS briefing Quality Assurance Directorate Event programme Quality Assurance Directorate Panel and attendees Quality Assurance Directorate Guidance for panel members Quality Assurance Directorate Franchise Framework Quality Assurance Directorate
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