The Quality Framework

SECTION FOUR: COLLABORATIVE PROGRAMME APPROVAL, MONITORING AND REVIEW

Go straight to collaborative Proformas

Go straight to Responsibilities

 Download the full procedure

Precollaborative approval and early consideration  flow chart

Business Evaluation, Academic Evaluation and Partner Approval  flow chart

Collaborative Programme Approval  flow chart

 Collaborative register December 2010 

1. Purpose

The purpose of this procedure is to provide a mechanism to set, maintain and assure the academic standard and the quality of the student learning experience of the University’s awards delivered, supported or assessed through an arrangement with a partner organisation. The procedure has been developed in recognition of the breadth and diversity of the collaborative opportunities available to the University including with private and public sector organisations within the UK and overseas.

2. Ownership and management

This procedure is owned by University Academic Strategy and Enhancement Committee, a sub-committee of Academic Board.   The Collaborative Provision Committee, also a sub-committee of Academic Board, is responsible for ensuring that this procedure is implemented and administered by programme teams developing and designing proposals for collaborative provision.  Responsibility for overseeing its implementation in each faculty resides with the Convenor of Faculty Academic Strategy and Enhancement Committee in liaison with the Clerk to the Collaborative Provision Committee and the Clerk to the Faculty Academic Strategy and Enhancement Committee. 

3. Procedure outline

The procedure has four components: pre-collaborative programme approval and early consideration; business evaluation, academic evaluation and partner approval; collaborative programme approval; and monitoring and review.
The term programme applies to an approved curriculum followed by a registered student. Within this section of the Quality Framework the term also applies to module-level collaborations with partner institutions.

3.1. Pre-collaborative programme approval and early consideration

All staff engaged in discussions with prospective partner organisations must keep a written record of the matters discussed and any decisions reached. This record needs to contain sufficient information to enable relevant budget holders to decide whether staff time and other resources can be allocated to the preparation of a formal proposal for consideration by the Committee and that the proposal aligns with University and faculty strategy.
The Summary of Collaboration Opportunity proforma CPC0 provides a template for recording information gathered during initial discussions. To enable the preparation of a formal proposal for consideration by the Committee to proceed a completed proforma must be signed by the Head of School and Dean of Faculty (NB If the provision will be managed within one of the University’s Institutes, the Director of the Institute will sign in place of Head of School). This provides the University with an assurance that permission has been granted by relevant budget holders for the employment of staff time and resources to develop the proposal. A key feature of this stage of the process is the faculty nominating an individual to be responsible for overseeing the development of the proposal. Typically this will be the programme leader designate but it is for each faculty to decide who will manage and lead the development of collaborative partnerships. This individual is referred to as the nominated coordinator. In instances where the nominated coordinator is not the programme leader designate, it is anticipated that a programme leader should be identified early and should take responsibility for the academic development of the programme in advance of the collaborative programme approval event. 

At the earliest opportunity a signed copy of the Summary of Collaboration Opportunity proforma must be sent to the following individuals* by the nominated coordinator:
• the Clerk of the Committee
• the Clerk of the Faculty Academic Strategy and Enhancement Committee
• the Director of Finance, Planning and Commercial Services 
• the Director of Information Services

* The Summary of Collaboration Opportunity form is sent to these individuals for information and to encourage early discussion to inform the development of the proposals.

Once the Summary of Collaboration Opportunity proforma has been signed, the nominated coordinator can proceed with developing the proposal for consideration by the Committee.  For proposed UK-based collaborative programmes, the nominated coordinator must liaise closely with the Clerk of the Faculty Academic Strategy and Enhancement Committee and/or an appropriate nominated individual.  As a minimum all proposals for consideration by the Collaborative Provision Committee must include:
• the proposed delivery model which must be agreed in principle with the prospective partner
• an assurance that the prospective partner has appropriate facilities to implement the proposed delivery model
• an indicative business plan based on the delivery model
• an indicative financial agreement with the prospective partner which identifies proposed fees, distribution of income, etc.
• a completed risk assessment
Proforma CPC1 provides a template for the minimum information to be presented to the Committee for consideration. Proforma CPC1 must be signed by the Head of School and Dean of Faculty before being submitted to the Clerk of the Collaborative Provision Committee, and copied to the Clerk of the Faculty Academic Strategy and Enhancement Committee for information.

In considering Proforma CPC1 the Collaborative Provision Committee will either:
• approve the proposal to proceed to formal development
• ask for further information or clarification before taking a decision to proceed
• refuse approval for the proposed collaboration to proceed.

As a means of recognising and managing the risks presented by engaging in collaborative activity, in approving a proposal to proceed to formal development the Collaborative Provision Committee will categorise the development according to the status of the proposed partner and the proposed provision as follows:
• Process A: a new partner and a new programme
• Process B: a new partner but an existing approved programme
• Process C: an existing approved partner but a new programme
• Process D: an existing approved partner and an existing approved programme.

3.2. Business, academic evaluation and partner approval

Having gained approval to proceed to formal development the nominated coordinator is responsible for ensuring that the proposal is prepared for business and academic evaluation. The category allocated to the proposal will determine the level of scrutiny it will be exposed to by the University as follows:
Process A: a new partner and a new programme will require:
• a full business evaluation
• a partner evaluation
• evaluation of the curriculum by an external academic peer.

Process B: a new partner but an existing approved programme
• a full business evaluation
• a partner evaluation.

Process C: an existing approved partner but a new programme
• A partner evaluation (where a proposal is in a new subject area with the partner)

• partial business evaluation (business case and collaboration agreement), and
• evaluation of the curriculum by an external academic peer.

Process D: an existing approved partner and an existing approved programme.
• A partner evaluation (where the proposal is in a new subject area with the new partner)

• partial business evaluation (business case and collaboration agreement)

For process C and D, where there is an existing partner, the Collaborative Provision Committee may request that due diligence is repeated.

3.2.1 Business evaluation

Business evaluation consists of three components:
• the completion of ‘due diligence’
• the approval of a business case by the Dean of Faculty, the Director of Finance, Planning and Commercial Services  
• the development of the draft collaboration agreement. 
 

3.2.1a Due diligence

Finance Planning and Commercial Services is responsible for undertaking a scrutiny of the financial standing and stability of the proposed partner in order to satisfy the University that they have the potential to be a reliable and effective partner.
For  all proposals,  the nominated coordinator, is responsible for ensuring that  Finance Planning and Commercial Services is provided with sufficient information to enable the due diligence scrutiny to be completed. Finance Planning and Commercial Services is responsible for informing the nominated coordinator and the Clerk to the Collaborative Provision Committee on the outcome.
   

3.2.1b Approving the business case

For all programmes the nominated coordinator, in liaison with the Head of School and other faculty-based colleagues with appropriate expertise, is responsible for developing the business case.

The approved business case will inform the development of the financial annex of the collaborative agreement, and therefore should be developed in consultation with the partner institution.
The business case is approved by the Dean of Faculty and the Director of Finance Planning and Commercial Services. The nominated coordinator is responsible for informing the Clerk to the Collaborative Provision Committee that the business case has been approved.

3.2.1c Developing the draft collaboration agreement

A collaborative programme is not approved and offers cannot be made to prospective students unless a collaboration agreement has been signed by the authorised representatives from all parties. It is an expectation that work should be undertaken to prepare the draft collaboration agreement early within the procedure. The collaboration agreement is the formal written contract setting out the rights and obligations of all parties involved in the partnership. The University has produced template agreements to ensure that each agreement is legally binding and the nominated coordinator is responsible for contacting the Clerk to the Collaborative Provision Committee to request a copy of the current template.
For all programmes the nominated coordinator, in liaison with the Head of School and other faculty-based colleagues with appropriate expertise, is responsible for developing collaboration agreement.
The nominated coordinator is responsible for ensuring that the Dean of Faculty,  Director of Finance planning and Commercial Services are provided with the opportunity to review and comment on the draft agreement at an early stage. Early consultation with these members of the agreement approval pool is intended to provide the nominated coordinator with support in developing the agreement in accordance with University expectations and to ensure the early identification of any issues. Proforma CPC3 has been designed to help each member of the approval pool record feedback for the nominated coordinator and the Clerk to Collaborative Provision Committee.
It is recognised that the collaboration agreement will continue to develop, and cannot be finalised until after the collaboration programme approval event in accordance with paragraph 3.3.6 below.

3.2.2 Academic evaluation

Academic evaluation requires the scrutiny of the proposed curriculum by an approved external academic peer and this must be undertaken for all new programmes in accordance with the requirements set out in Section 1: The approval of modules and programmes . The nominated coordinator is responsible for ensuring that the external peer is provided with a draft programme specification, a briefing paper to support the proposal (as defined in paragraph 3.3.3 below) and a copy of the External peer programme approval checklist (PM2). The nominated coordinator is responsible for ensuring that full account is given to comments provided by the external academic peer and that a record of the action taken is retained. The nominated coordinator is responsible for informing the Clerk to the Collaborative Provision Committee that the external scrutiny has been completed and for passing documentation to the Clerk of the Faculty Academic Strategy and Enhancement  Committee.

3.2.3 Partner approval

The partner evaluation is undertaken on behalf of the Collaborative Provision Committee by an independent internal member of staff who is not associated with the proposed programme. The evaluation provides the Collaborative Provision Committee with a report on the suitability of the proposed partner as a collaborative partner of the University in relation to the proposed programme. The Clerk to the Collaborative Provision Committee, in liaison with the Clerk of the Faculty Academic Strategy and Enhancement Committee, is responsible for identifying and briefing the individual undertaking the partner evaluation. The nominated coordinator is responsible for all arrangements associated with the visit to the partner.
If the proposed partner is a publicly-funded UK higher education institution, subject to satisfactory review by the Quality Assurance Agency, a partner evaluation will not be required. 
A checklist (CPC2) is available to support staff undertaking the partner evaluation.

3.2.4 The outcome of business, academic evaluation and partner approval

The Clerk to the Collaborative Provision Committee will be responsible for monitoring progress in relation to the outcomes of Business and Academic Evaluation and for ensuring that the Collaborative Provision Committee is informed of the outcomes.
On receipt of confirmation that the business evaluation and academic evaluation have been satisfactorily completed and having considered the partner evaluation report, the Collaborative Provision Committee will either:
• approve the proposal to progress to a collaborative programme approval event
• request further information on any aspect of the proposal for consideration at a future meeting (including a clear rationale for this decision and advice on how this information might be gathered and presented)
• reject the proposal (including a clear rationale for this decision and an indication of what would be required before the proposal could be resubmitted).

3.3 Collaborative programme approval

A collaborative programme is not approved and offers cannot be made to prospective students unless a collaboration agreement has been signed by the authorised representatives from all parties.
The approval event for collaborative programmes is equivalent to that for any non-collaborative programme and takes full account of the requirements of Section 1: The approval procedure for modules and programmes. The key differences between the two events are:
• the location of the collaborative programme approval event
• the composition of the collaborative programme approval panel
• the information made available for scrutiny by the approval panel.

An award of the University can only be achieved by a student who successfully completes an approved programme of study in accordance with University academic regulations. In cases where the proposed collaboration will not lead to successful students achieving an award of the University, but will lead to the achievement of academic credit, the Collaborative Provision Committee may agree to elements of the approval procedure being modified to reflect the content of the proposal. For example, the programme approval event need not take place at the partner organisation and the information provided for scrutiny by the panel need not contain the detail set out in Paragraph 3.3.3 of this procedure. All variations to the approval process must be agreed by the nominated coordinator and the Clerk to the Collaborative Provision Committee in writing in advance of the event.

3.3.1 The location of a collaborative programme approval event

The nominated coordinator is responsible for organising the collaborative programme approval event. The event will take place at the partner institution. This enables the partners to participate fully in the event and provides the panel with the opportunity to consider the proposal in the context in which the proposed programme will be delivered. Exceptionally, the Collaborative Provision Committee may consider a proposal for the event to be held at the University for Category C and D proposals only. In such cases the Collaborative Provision Committee will need to be assured that representatives from the partner institution will be full participants in the event. Where appropriate a collaborative programme approval event may consider more than one proposal.

3.3.2 Composition of a collaborative programme approval panel

A collaborative programme approval panel consists of:
• a convenor drawn from the Collaborative Provision Committee’s membership or that of the University Academic Strategy and Enhancement Committee;
• an external member with appropriate expertise to assure the quality and standards of the proposed collaborative programme and to ensure that the programme approval process is subject to independent and objective scrutiny;
• a member of University staff who has not been involved in a previous evaluation of the proposed partner and who is independent of the proposed programme;
• the Clerk to the Collaborative Provision Committee (or a representative nominated by the Head of Academic Quality).
The Collaborative Provision Committee may add further members to an approval panel where appropriate.
Representatives from the programme team from both the University and the proposed partner will be present during the event.

3.3.3 The information made available for scrutiny by the collaborative programme approval panel

In common with the approval process for non-collaborative programmes the information made available to the collaborative programme approval panel is scrutinised by the appropriate Faculty Academic Strategy and Enhancement Committee before being distributed. The nominated coordinator is responsible for liaising with the Clerk to Faculty Academic Strategy and Enhancement Committee to enable the documentation to be distributed to panel members at least 10 working days before the date of the event. Convenors of Faculty Academic Strategy and Enhancement Committees are responsible for ensuring that their Committees scrutinise all proposals against the mandatory criteria defined in Proforma PM2 of Section 1: The approval procedure for modules and programmes.
The programme specification and briefing paper made available for scrutiny by the approval panel forms an annex to the collaboration agreement and as a minimum must include for each proposed programme being considered:
• the agenda for the approval event
• the list of panel members
• the programme specification as it applies to the proposed collaboration

• a briefing paper containing:

• 
  • a rationale to support the introduction of the proposed programme and the proposed partnership;
  • market analysis;
  • information on the mode of delivery;
  • information on the academic and pastoral student support mechanisms and confirmation that this is equitable to that provided by the equivalent University-based programme;
  • confirmation that Information Services has been consulted on the development of the programme;
  • information on the management of the operation and administration of the partnership;
  • confirmation that University programme design expectations have been met;
  • confirmation that the proposal has received internal and external peer review, including the report resulting from the scrutiny of the proposed curriculum by an approved external academic peer, (if required);
  • confirmation that the modules within the programme structure have been approved;
  • confirmation that the proposed programme takes appropriate account of the University’s Academic Strategy and Learning, Teaching and Assessment Strategy;
  • if appropriate, confirmation that any exemptions from the University regulations have already been approved by the Regulations Committee.

• the current school culture document
• the partner evaluation report (if required)
• Proforma PM3  

3.3.4 The collaborative programme approval panel is responsible for:

a) ensuring each proposal is supported by a rationale which confirms that the proposal has been developed in accordance with University expectations set out in this procedure by:
i) confirming that appropriate account has been taken of the subject and school strategies set out in the school culture document;
ii) confirming that appropriate account has been taken of the University’s Academic Strategy and Learning, Teaching and Assessment Strategy;
iii) confirming that business approval has been granted for each proposed programme;
iv) confirming that modules in the proposed programme structure have received internal and external peer review and have been approved;
v) confirming that the proposal complies with relevant University academic regulations, or that an exemption has been approved by Regulations Committee;
vi) confirming that a programme specification that meets University expectations has been provided for each proposed collaborative programme;
b) confirming the academic standard of the programme including the appropriateness of the intended learning outcomes;
c) confirming the learning, teaching and assessment approach will enable students to achieve the intended learning outcomes;
d) confirming that the effectiveness of the proposed learning process, the student experience including the provision of academic and learning support and guidance, and the meeting of students’ wider educational needs have been considered;
e) confirming that the academic level of the programme of study is comparable to others at the same level offered in other areas of the University;
f) confirming that the programme structure meets University expectations and provides students with a coherent package of learning;
g) where appropriate, confirming that account has been given to the requirements of any professional, statutory or other external accreditation bodies;
h) recording a decision in respect of the collaborative programme proposal;
i) identifying any good practice or matters for further development for consideration by the Collaborative Provision Committee or for dissemination to other areas of the University considering developing collaborative partnerships;
Proforma PM3 provides a checklist of the mandatory criteria used by individual panel members when evaluating each proposed programme. For consistency this proforma includes the same criteria used by Joint University Panel members when approving non-collaborative provision (Section 3.3.4 a) to g)).

In common with the role of the external panel member on a Joint University Panel the role of the external member is to provide independent advice on the robustness of the collaborative provision approval process and the conduct of the approval event in particular. In addition, the external panel member is responsible for reviewing each proposal in the context of the partnership to confirm that the standard of the proposed award can be assured and that the quality of the student learning experience can be enhanced. This will be achieved by the external member of the panel providing specific comment on Proforma PM3 mandatory criteria b), c) and d) (Section 3.3.4 b), c) and d)).

3.3.5 Collaborative programme approval decisions

A: Approved without any changes being required to the programme specification. In such cases the programme can be approved for an indefinite period or for a set number of intakes, subject to a preliminary first year review and it being considered in accordance with Section 2: Routine monitoring procedures and Section 3: University subject review.
B: Approved subject to minor changes, for example, typographical, formatting or presentational errors within any section of the programme specification. In such cases the decision will include a list of recommendations which must be addressed by the programme team within an agreed timescale.
C: Approved subject to major changes, for example, inaccurate or out-of-date information within any section of the programme specification or insufficient or inappropriate information in the learning outcomes or learning, teaching and assessment sections. In such cases the decision will include a list of conditions which must be met before any students are offered a place on the programme.
If either decision B or C has been recorded the collaborative programme approval event panel will agree a date by which the amended programme specification is to be signed-off by the Convenor.
D: Not approved, for example, because of lack of confidence in the partnership being able to achieve what has been proposed, or if the collaborative programme approval panel is unable to confirm any of the points set out in their responsibilities.
For Decision D, the proposal is returned to the Faculty Academic Strategy and Enhancement Committee for further work (where it still wishes to proceed) before an amended version being circulated to all members of the collaborative programme approval panel, by an agreed date, who will be asked to provide the Convenor with their decision based on the scrutiny of the amended proposal, including a written explanation if they have reached Decision B, C or D.
In setting conditions, the collaborative programme approval panel must clearly indicate:
• the factors that have given rise to any conditions being set
• the actions to be taken by the programme team to resolve the condition
• the process for ensuring that the agreed action has been taken by the programme team
In making recommendations, the collaborative programme approval panel must clearly indicate:
• the factors that have given rise to the recommendations
• the recommended action to be taken by the programme team
The Clerk to the Collaborative Provision Committee is responsible for informing the Clerk to the Faculty Academic Strategy and Enhancement Committee of the outcome of the collaborative programme approval event. The Clerk to the Faculty Academic Strategy and Enhancement Committee is responsible for ensuring that approved collaborative programmes are entered into the University’s systems, subject to the completion and authorisation of the Collaboration Agreement.
A report from the collaborative programme approval event will be submitted to the Collaborative Provision Committee for consideration at their next meeting and the progress of recommendations, conditions and the signing of the collaboration agreement reported to the committee. The Collaborative Provision Committee is responsible for considering any good practice or matters for further development identified by the collaborative programme approval panel and for ensuring that the outcome of their consideration is disseminated to other areas of the University considering developing collaborative partnerships. The Collaborative Provision Committee is also responsible for setting a date for the first year review. The Clerk to the Collaborative Provision Committee is responsible for submitting the report from the collaborative programme approval event to the Faculty Academic Strategy and Enhancement Committee. The Convenor of the Faculty Academic Strategy and Enhancement Committee is responsible for ensuring that the programme is included within the scope of future faculty annual monitoring reports to Quality Assurance Monitoring and Review Committee in accordance with Section 2: Routine monitoring activities.

3.3.6 Finalising the collaboration agreement

The nominated coordinator is responsible for ensuring that the collaboration agreement is amended to take account of any changes requested during the approval event. Once amendments have been agreed by the approval panel convenor, the agreement must be submitted for final approval by the Dean of Faculty, Director of Finance Planning and Commercial Services, Convenor of Collaborative Provision Committee and a Vice-Principal, along with proforma CPC4.

The Clerk to the Collaborative Provision Committee and the Senior International Officer (non-UK programmes) support this procedure.

3.3.7 Seeking institutional authorisation for the collaboration agreement

For non-UK programmes the Senor International Officer is responsible for submitting for signature by the Principal and the University Secretary two copies of the approved collaboration agreement. The Senior International Officer is responsible for ensuring that both copies of the agreement are sent to the partner for signature by authorised representatives. The partner will be requested to return one signed copy which the International College must forward to the Clerk to the Collaborative Provision Committee. The Senior International Officer must inform the programme leader and Clerk to the Faculty Academic Strategy and Enhancement Committee that the collaborative programme is approved and offers can be made to prospective students.
For UK programmes the Clerk to the Collaborative Provision Committee is responsible for submitting for signature by the Principal and the University Secretary two copies of the approved collaboration agreement. The Clerk to the Collaborative Provision Committee is responsible for ensuring that both copies of the agreement are sent to the partner for signature. The partner will be requested to return one signed copy which will be retained by the Clerk to the Collaborative Provision Committee, who will inform the programme leader and Clerk of the Faculty Academic Strategy and Enhancement Committee that the collaborative programme is approved and offers can be made to prospective students. 

3.4 Monitoring and review

Routine monitoring of collaborative programmes should be undertaken in partnership with the collaborative partner and is equivalent to that for any non-collaborative programme and takes full account of the requirements of Section 2: Routine monitoring procedures. Collaborative programmes will also be included within the scope of University subject review in accordance with Section 3: University subject review. In addition the effectiveness of the delivery and management of collaborative programmes will be monitored and reviewed by:
• a first year review
• the Collaborative Provision Committee receiving an annual summary report from each Faculty Academic Strategy and Enhancement Committee.

3.4.1 First year review

The first year review provides a mechanism to enable the University to be confident that collaboration agreements and collaborative programmes are being managed and delivered as intended. The review is undertaken through dialogue between members of the Collaborative Provision Committee and representatives from the programme teams from all partners involved in the collaboration. The review team will typically include two Committee members, normally including the Clerk to the Collaborative Provision Committee, who will scrutinise documentation and meet staff and students at the partner institution.
The programme leader, in liaison with the Clerk to the Collaborative Provision Committee, is responsible for assembling an information pack to inform the review and for distributing this to review team members. As a minimum the pack will contain:
• the collaboration agreement (including full annexes)
• collaborative programme approval report
• minutes of meetings relevant to the management of the programme such as Boards of Studies and the Student-Staff Liaison Committee (or equivalent)
• programme annual report, including programme level datasets provided by Finance Planning and Commercial Services
• external examiner reports
• student handbook
During visits to the University-based programme team and the partner institution the review team will undertake a review of programme documentation, which may include:
• a sample of learning and teaching material, such as teaching packs or learning resources provided to students
• samples of students’ assessed work to enable to review team to be assured that the University assessment procedure has been applied
• sample publicity and marketing material.

In cases where the collaborative provision does not lead to successful students achieving an award of the University, but leads to the achievement of academic credit, the Collaborative Provision Committee may agree to elements of the first year review procedure being modified to reflect the nature of the collaborative provision.
The timing of the first year review enables the review team to consider the first annual cycle of delivery of the programme and is the same regardless of whether the programme is delivered on a full or part-time basis. Typically a review will be scheduled to take place at between 15 to 18 months after the first student cohort has started their studies and will be initiated by the Clerk to the Collaborative Provision Committee contacting the programme leader.
The outcome of the review will be a report to the Collaborative Provision Committee on the effectiveness of the management and delivery of the collaboration agreement and collaborative programmes within the scope of the review. The report will be written as an evaluative commentary on:
• how effectively the programme is operating in terms of the approved programme document and signed collaboration agreement, including aspects relating to viability and demand
• the quality of the student learning experience
• areas of good practice for dissemination within the University and recommendations for the enhancement of the programme
• the published information provided by the partner organisation to prospective and current students to ensure that all marketing, publicity and promotional material is approved by the University
The review report will include a draft enhancement plan summarising the good practice identified and recommendations made. The programme leader is responsible for completing the enhancement plan and ensuring that it is endorsed by the Faculty Academic Strategy and Enhancement Committee before submitting it to the Collaborative Provision Committee for approval. The programme leader is responsible for ensuring that progress in completing the enhancement plan is included in the programme annual report.

3.4.2 Annual report to the committee

 The Collaborative Provision Committee maintains an overview of routine monitoring of all taught provision delivered, supported or assessed through an arrangement with a partner organisation. Module and programme leaders will take full account of Section 2: Routine monitoring procedures when evaluating a collaborative module or programme. In such cases Convenors of Faculty Academic Strategy and Enhancement Committees, subject group leaders and Heads of Schools will identify in their summary report the outcome of the evaluation of all collaborative provision delivered by their subject group, school or faculty. The Collaborative Provision Committee will be provided with an annual report from each Faculty Academic Strategy and Enhancement Committee on the effectiveness of the management and delivery of each programme of study or component of learning delivered in collaboration with a partner organisation.

The programme leader will liaise with their subject group leader and Head of School to ensure that a report on the effectiveness of the management and delivery of each programme of study or component of learning delivered in collaboration with a partner organisation is included as a separate section part of the summary annual monitoring report to their Faculty Academic Strategy and Enhancement Committee (it is expected that all commentaries are shared with partners). The Convenor of Faculty Academic Strategy and Enhancement Committee will ensure that a reflection on and an evaluation of the effectiveness of all collaborative provision approved for delivery by the Faculty is provided as an annual report to the Collaborative Provision Committee.

Programme leaders should consider the following when reviewing their programmes:
• how effective the collaborative partnership is operating in relation to the programme
• a critical review of student performance/achievement with respect to the collaborative programme and similar home programmes to reflect on equity of standards
• the quality of the student learning experience
• aspects of good practice to be shared more widely throughout the University
• the accuracy and quality of the programme information provided by the partner institution to prospective and current students
• if appropriate, a commentary on the progress of the enhancement plan arising from the first year review.

3.4.3 Review and renewal of the collaboration agreement

Each collaboration agreement has a specified period of duration, typically five years. However, the programme leader is responsible for reviewing the implementation of the agreement on an annual basis to ensure that it is kept up-to-date and relevant. The Clerk to the Collaborative Provision Committee is responsible for monitoring the register of agreements to identify at the beginning of each academic session any agreements that are due to expire in the following 18 months.
For all programmes the coordination of renewal will be led by the programme leader. As part of the collaboration agreement renewal, Finance planning and commercial Services may request that the due-diligence report be updated and confirmation should be sought as to whether this is required.

3.5 Interaction with other Quality Framework processes

Reports on collaborative programme approval and from first year review form part of the evidence base informing other quality enhancement activities. Approved programmes are reviewed annually via routine monitoring and contribute to University subject review. Enhancement plans from first year review inform subject, school and faculty annual reports.

4. Responsibilities 

4.1 The nominated coordinator

During the pre-collaborative approval and early consideration stage, the Head of School and/or Dean of Faculty will nominate an individual to be the named coordinator for the development of the collaborative proposal. The nominated coordinator will be responsible for:
a) leading and managing the development of the collaborative programme
b) ensuring that the development of the collaborative proposal takes full account of the collaborative programme approval procedure
c) circulating the signed Summary of Collaboration Opportunity (CPC0) to individuals named in paragraph 3.1
d) liaising with the potential partner during the development of the proposal to ensure that the partner is kept informed and has opportunity to contribute throughout the development
e) liaising with the Clerk of the Faculty Academic Strategy and Enhancement  Committee (or appropriate nominated individual) and/or the Senior International Officer (non-UK programmes) to prepare proposal to the Collaborative Provision Committee using CPC1 proforma
f)  liaising with the Director of Finance Planning and Commercial Services and/or Senior International Office (non-UK programmes) to request the undertaking of due diligence, if required
g) ensuring that the Clerk to the Collaborative Provision Committee is informed of the outcome of due diligence, if required
h) ensuring that a full business case is prepared and approved by the Dean of Faculty and Director of Finance plannong and Commercial Services or for liaising with the Senior International Officer to ensure that the International College prepare and seek approval for the business case (non-UK programmes) and for informing the Clerk to the Collaborative Provision Committee that the business case has been approved
i) preparing the draft collaboration agreement, in liaison with the Head of School and other Faculty colleagues, or for liaising with the Senior International Officer to support the preparation of the draft collaboration agreement for non-UK programmes
j) coordinating the arrangements for the partner evaluation (if required), in liaison with the Clerk of Faculty Academic Strategy and Enhancement Committee and Clerk of the Collaborative Provision Committee
k) ensuring that full account is taken of the University’s academic regulations during the development of the collaborative programme, or that an appropriate exemption is approved by Regulations Committee in accordance with University expectations and timescales
l) ensuring that the draft programme specification and briefing document is prepared and submitted to the external peer along with a copy of the External Peer programme approval checklist (PM2), if required
m) submitting programme documentation to the Faculty Academic Strategy and Enhancement Committee for consideration and approval prior to being submitted to the collaboration programme approval panel
n) liaising with the Clerk of the Faculty Academic Strategy and Enhancement  Committee and Clerk of the Collaborative Provision Committee to make necessary arrangements for the collaboration approval event
o) liaising with the Clerk of the Faculty Academic Strategy and Enhancement  Committee to ensure that documentation is circulated to the collaborative programme approval panel at least 10 working days before the event
p) keeping appropriate evidence to demonstrate that the minimum University expectations of collaborative programme approval have been met
q) ensuring that the collaboration agreement is completed, in liaison with the partner and that it is progressed for approval in accordance with the collaborative programme approval procedures defined in paragraphs 3.3.1c and 3.3.6.

It is anticipated that, where appropriate, the nominated coordinator may delegate some duties to colleagues responsible for providing administrative support. The nominated coordinator is expected to maintain oversight at all times.

4.2 The Programme Leader

During the development of the collaborative programme, a programme leader will be identified. From the collaborative programme event onwards, the programme leader will be responsible for:

a) ensuring that any conditions set during the collaborative programme approval event are met in accordance with the agreed date
b) ensuring that no offers are made to prospective students until the collaboration agreement has been signed by all parties
c) undertaking the duties of the programme leader as defined in the documentation approved through the collaborative programme approval procedure
d) undertaking routine monitoring of the collaborative programme as defined in Section 2: Routine monitoring procedures and in accordance with paragraph 3.2.4
e) liaising with the Clerk of the Collaborative Provision Committee to prepare the documentation and coordinate arrangements for the first year review
f) completing the enhancement plan resultant from the first year review and submitting it to Faculty Academic Strategy and Enhancement Committee, and incorporating it into the annual report
g) ensuring that the collaboration agreement is reviewed on an annual basis over the period of its duration and is updated accordingly, in liaison with the Clerk to the Collaborative Provision Committee and/or Senior International Officer (non-UK programmes).

4.3 The Head of School* is responsible for:

a) nominating a coordinator to be responsible for leading and managing the development of the collaborative programme, in agreement with the Dean of Faculty and signing the CPC0 form accordingly
b) ensuring that all proposals authorised to proceed to further development meet with the School Strategy and that appropriate resource is allocated to enable the nominated coordinator to fulfil his/her responsibilities and signing the CPC1 form accordingly
c) for granting approval to proposals prior to their submission to the Collaborative Provision Committee
d) for ensuring that advice, support and guidance is provided to the nominated coordinator to assist the development of the business case
e) liaising with the nominated coordinator to develop the collaboration agreement
f) undertaking routine monitoring of the collaborative programme as defined in Section 2: Routine monitoring procedures and in accordance with paragraph 3.2.4.

* For collaborative programmes delivered through the University’s Institutes, the Director of the Institute should fulfil this role.

4.4 The Dean of Faculty is responsible for:

a) nominating a coordinator to be responsible for leading and managing the development of the collaborative programme, in agreement with the Head of School, and signing the CPC0 form accordingly
b) ensuring that all proposals authorised to proceed to further development are in-line with institutional strategies and priorities as set out in the Strategic Plan
c) granting approval to proposals prior to their submission to the Committee by signing CPC1 form
d) authorising the approval of the business case for each proposal
e) undertaking an initial review of the draft collaboration agreement and providing feedback to the nominated coordinator and/or senior international officer (non-UK programmes)
f) authorising the approval of the collaboration agreement.

4.5 The Clerk to the Collaborative Provision Committee is responsible for:

a) liaising with the nominated coordinator, and appropriate colleagues to ensure that the development of each proposal takes full account of the collaborative programme approval procedure
b) ensuring that the Collaborative Provision Committee is kept informed of the progress of proposals in development, including reporting the outcomes of business and academic evaluation
c) for ensuring that the decisions taken by the Collaborative Provision Committee are accurately recorded and communicated to staff in accordance with procedure
d) working alongside the Clerk of the Faculty Academic Strategy and Enhancement Committee to identify and brief colleagues responsible for undertaking partner evaluation
e) working alongside the Clerk of the Faculty Academic Strategy and Enhancement  Committee to identify members of the collaborative programme approval panel
f) working alongside the nominated coordinator and colleagues within the Faculty to ensure that arrangements are made for the collaborative programme approval event
g) ensuring that all members of the collaborative programme approval event have received satisfactory information in preparation for the event
h) for ensuring that the outcome of collaborative programme approval events are accurately recorded
i) for communicating the outcome of the collaborative programme approval event to the Collaborative Provision Committee, Faculty Academic Strategy and Enhancement Committee and the appropriate administrative staff
j) supporting the collaboration agreement approval procedure
k) preparing two copies of the approved collaboration agreement for Institutional authorisation and signing (UK programmes)
l) coordinating the submission of the signed collaboration agreements to the partner and for ensuring that one copy is returned for the University’s records (UK programmes)
m) notifying the programme leader and Clerk of the Faculty Academic Strategy and Enhancement Committee that the collaborative programme has been approved
n) for communicating the completion of the collaboration agreement to the Collaborative Provision Committee
o) ensuring that University records on collaborative provision remain accurate and up-to-date, and published in accordance with QAA guidelines
p) liaising with the programme leader and colleagues within the Faculty to organise the First Year Review
q) ensuring that the report produced for the First Year Review is considered by the Collaborative Provision Committee and submitted to the Faculty Academic Strategy and Enhancement Committee

4.6 The Convenor of the Collaborative Provision Committee is responsible for ensuring that the Committee:

a) supports, advises and guides all staff on the implementation of the collaborative programme approval, monitoring and review procedures and ensures that the procedures are consistently and appropriately applied to all collaborative provision undertaken within the University
b) oversees the procedures involved in collaborative programme approval, monitoring and review to ensure compliance with Section 2 of the QAA Code of Practice
c) receives and considers proposals from the Faculties taking the appropriate action as defined in paragraph 3.1
d) receives and considers partner evaluation reports and ensures that satisfactory due diligence has been undertaken to confirm partner approval
e) receives and considers collaborative programme approval event reports to consider any good practice or matters for further development identified by the collaborative programme approval panel and ensures that the outcome of the consideration is disseminated to other areas of the University considering developing collaborative partnerships
f) receives the first year review reports to consider any good practice or matters for further development identified by the review team and ensures that the outcome of the consideration is disseminated to other areas of the University engaged in collaborative activity
g) receives and considers the Annual Faculty Summary Reports in relation to collaborative programmes.

4.7 The Senior International Officer is responsible for the following in relation to non-UK partnerships:

a) liaising with the nominated coordinator, and appropriate colleagues to ensure that the development of each non-UK proposal takes full account of the collaborative programme approval procedure
b) developing the business case in liaison with the nominated coordinator
c) liaising with Finance Planning and Commercial Services with information from the nominated coordinator, in order that the service carry out the due diligence and reporting the outcome to the nominated coordinator and Clerk to the Collaborative Provision Committee
d) preparing the draft collaboration agreement in liaison with the nominated coordinator and ensuring that the draft agreement is considered by members of the approval pool (as defined in 3.2.1c) and that feedback provided on CPC3 is incorporated
e) ensuring that the draft collaboration agreement is updated and approved in accordance with 3.3.6 after the collaborative programme approval event in liaison with the nominated coordinator
f) preparing two copies of the approved collaboration agreement for Institutional authorisation and signing
g) coordinating the submission of the signed collaboration agreements to the partner and for ensuring that one copy is returned to the Clerk to the Collaborative Provision Committee for the University’s records.
h) notifying the programme leader and Clerk of the Faculty Academic Strategy and Enhancement committee that the collaborative programme has been approved
i) supporting the programme leader in reviewing and renewing collaboration agreements.

4.8 The Clerk to the Faculty Academic Strategy and Enhancement  Committee is responsible for:

a) liaising with the nominated coordinator, and appropriate colleagues to ensure that the development of each proposal takes full account of the collaborative programme approval procedure
b) working in partnership with the Clerk to the Collaborative Provision Committee to identify and brief colleagues undertaking the partner evaluation
c) providing support and guidance to the nominated coordinator in relation to the Academic Evaluation
d) working in partnership with the Clerk to the Collaborative Provision Committee to identify the members of the collaborative programme approval event panel
e) supporting the nominated coordinator in preparing documentation in advance of the collaborative programme approval event and ensuring that it is approved by the Faculty Academic Strategy and Enhancement Committee
f) ensuring that the approved programmes are entered onto the University’s system.

4.9 The Convenor of the Faculty Academic Strategy and Enhancement  Committee is responsible for ensuring that the Committee:

a) ensures that all new collaborative programmes receive satisfactory external review, in accordance with the standard procedure for the approval of new programmes
b) ensures that the collaborative programme documentation is approved before being submitted to the Collaborative Programme Approval Panel
c) ensures that the collaborative programmes delivered within the Faculty are subject to the standard routine monitoring and review procedures and an annual summary report presented to the Collaborative Provision Committee
d) ensures that published information provided by the partner organisation to prospective and current students is monitored for accuracy and all marketing, publicity and promotional material is approved by the University, as part of annual review
e) endorses the enhancement plan generated following First Year Review and for monitoring progress against it and that it is submitted to the Collaborative Provision Committee.

4.10 The Director of Finance Planning and Commercial Services  is responsible for:

a) ensuring that Finance planning and Commercial Services undertakes a scrutiny of the financial standing and stability of the proposed partner, in liaison with colleagues in accordance with the procedure stated in paragraph 3.2.1.
b) providing support, advice and guidance in relation to the development of the business case and financial aspects of the collaboration agreement;
c) approving the business case prepared during the business evaluation
d) undertaking an initial review of the draft collaboration agreement and providing feedback to the nominated coordinator and/or Senior International Officer as appropriate;
e) authorising the approval of the collaboration agreement.

4.11 The Convener of Collaborative Provision Committee is responsible for:

a) undertaking an initial review of the draft collaboration agreement and providing feedback to the nominated coordinator and/or Senior International Officer as appropriate;
b) authorising the approval of the collaboration agreement.

4.12 The Vice-Principal is responsible for:

a) reviewing and approving the collaboration agreement prior to it being prepared to be submitted to the Institutional signatories.

4.13 The Principal and University Secretary are responsible for:

a) authorising and signing two copies of the approved collaboration agreement prior to it being submitted to the partner.

5. Collaborative Provision Proforma