Review/Renewal Procedures

Academic Affairs will advise the School regarding the requirement to undertake a periodic review approximately six months before the current agreement is due to expire (12 months in the case of an international agreement in order to allow negotiations with the partner to commence).  It is the School’s responsibility to ensure that a review is completed in a timely manner to ensure a renewed Memorandum of Agreement (MOA) is in place to allow for continuation of the arrangement.

Documentation

The School should complete a School Report based on the agreed template.  The report should be prepared by the University Coordinator and include supporting documentation comprising: Annual Monitoring Review reports, and, where there is a non-standard fee or commission payment, a business plan(s) prepared in consultation with  Finance, and a draft MOA with any variations from the original agreement clearly outlined.   In completing the report, the School should pay particular attention to highlighting the comparators for student attainment and progress against students who have been enrolled on a programme from Stage 1. 

The School should draft the MOA in conjunction with Academic Affairs, the Admissions and Access Service and the partner institution.  All documentation should be submitted to Academic Affairs by the agreed review date. 

The completed School Report will be forwarded to the Head of International Office or nominee (for an international agreement), Head of Admissions and Access (for a regional/UK agreement) and the Deputy Director of Finance for consideration and completion of a response.  Once completed, it will be forwarded to a Collaborative Provision Group (CPG) Review Panel which should comprise of two academic members of the CPG.  The Review Panel will undertake a desk-based review of the School Report and record findings and recommendations on the agreed pro-forma.

Review

In reviewing the School Report, those involved will seek to assess the arrangement in terms of its continuing strategic fit with the current University mission statement and key objectives as outlined in the Corporate Plan.  The review will also assess student numbers, the standard of admissions, financial performance (where appropriate) and the academic attainment of students recruited through the partnership in comparison to students recruited through the standard admissions procedures. 

The Review Panel will also be required to facilitate a short meeting with a representative group of current/former students who have been recruited onto the programmes as part of the existing agreement.  Academic Affairs will liaise with the School and the University Coordinator to arrange the meeting.  The meeting should pay particular attention to the experiences of the students during the transition to a programme at a different level in comparison to the existing cohort of students. The meeting should seek student feedback regarding their preparedness prior to enrolment on the programme through support at their home institution or from the School at Queen’s, their experience of the induction process upon enrolment and registration at the University and areas of ability/skills which students may have lacked upon enrolment to the programme in comparison to their peers.  The results of the student engagement process may require further deliberation involving the Review Panel, to ensure appropriate action points are included in the review and are addressed as part of a new agreement.

The Chair of the CPG will consider the outcomes of the review and determine approval of the actions arising out of recommendations from the review process. 

Upon approval by the Chair of the CPG, Academic Affairs will inform the School accordingly and make arrangements to have the new MOA signed and sealed by each party to the agreement.  The review process, actions and outcomes would then be formally reported to the CPG at the next available meeting and the relevant Departments informed.