Guidance for VAAD Panel Members

Quality and Collaboration Unit (QCU) adopt a risk based approach to validation, approval, accreditation and deletion.  High risk VAAD activities are conducted by UQP (University Quality Panel) and lower risk proposals are managed by FAEC (Faculty Academic Enhancement Committee).  Information on the VAAD process can be found in the VAAD handbook.

VAAD panel members play a key role in the VAAD process, as they provide crucial feedback on the proposed activity and documentation received.  Panel members are usually nominated by the FAEC Chair for FAEC validations or the Head of QCU for UQP validations.

 A typical panel consists of:

  • A Validation Chair
  • An Officer
  • An External Adviser
  • Panel members

 VAAD panel members can include Academic Staff, Students, Stakeholders such as employers or practice professionals and representatives from the University’s professional services such as DAS, and Registry.

 Their role is to :

  • Scrutinise the documentation and provide feedback to include areas of strength and areas that require further consideration.
  • Provide independent feedback to the documentation received, based on experience and area of expertise  (this may be in writing and/ or face to face at a curriculum development meeting)
  • To provide feedback by deadline set by the Validation Officer.
  • Actively participate in curriculum development meetings (where these take place) and agree any actions for the proposing team.
  • Provide any further feedback to subsequent drafts of documentation (this may be by correspondence)

 35053‌Panel members will be presented with documentation to review as part of the VAAD process.  Further information on the kind of questions panel members may wish to consider when scrutinising documentation and providing feedback is available in our GUIDANCE FOR PROVIDING FEEDBACK ON VAAD DOCUMENTATION (hyperlink)

In addition to the list above, the information below provides an outline of the roles and responsibilities of the various panel members:

VAAD Chair

Responsible for leading the overall process and to ensure it is carried out in line with the approved process:

  • To chair the initial planning meeting and agree documentation requirements and deadlines.
  • To confirm the nature of external adviser involvement in the process
  • To provide feedback on the submission documentation via the WOLF topic by the deadline specified.
  • To approve in consultation with the Faculty Quality Administrator and Validation Officer the agenda for the UQP/FAEC panel meeting.
  • Chair the UQP/DAEC panel meeting with the external adviser (if necessary).
  • At the panel meeting, agree with the  validation panel members a set of conclusions and actions for the proposing team.
  • To make judgments that the provision is at the correct academic level/standard
  • To identify any further actions or documentation required to enable a judgment to be made
  • If necessary, to carry out resource visits or nominate a deputy to attend
  • If necessary, to attend PSRB visits or nominate a deputy to attend
  • Provide any further feedback to subsequent drafts of documentation
  • To confirm all VAAD actions are closed appropriately
  • To complete the Chair sign off template, in order to close out the validation.

 

Officer

  • Commence validation upon notification from the Head of QCU
  • In liaison with the Chair and Proposer to manage the process in a timely manner
  • To confirm, in liaison with the Chair, the nature of external adviser involvement in the process
  • To guide panel members and proposing team on the VAAD process
  • To arrange and attend the initial planning meeting
  • To produce the initial planning meeting notes, ensuring the relevant information has been captured.
  • To agree with the Chair and proposer the deadlines for submitting documentation and the deadline for panel members to provide feedback.  To notify the Chair if deadlines have not been met.
  • To receive the EA CV and forward onto the Head of QCU for approval
  • To input the EA information into e:Vision and request an external user account for the external.
  • To liaise with the Proposer if a nominated external adviser is inappropriate
  • To prepare the contract letter and associated information for the external adviser
  • To forward on the EA contract letter to Finance, Associate Dean and Chair
  • To liaise with the External Adviser throughout  until they are in a position to sign off the process
  • If necessary, to create a VLE topic for the activity and organise access to the VLE for panel members and the proposing team.
  • To arrange for submission documentation to be made available to Validation Team members (via VLE)
  • To provide feedback on the submission documentation via the VLE
  • Work with Chair to ensure feedback in the VLE blog have been addressed which may include creating an action checklist.
  • At the FAEC panel meeting, agree with the Chair, as a member of thevalidation panel, a set of conclusions and actions for the proposing team.
  • Circulate summary/actions from the UQP/FAEC panel meeting and forward onto the proposing team to address by a deadline date.
  • Monitor actions from the UQP/FAEC panel meeting/blog to ensure they have been addressed and closed
  • Provide any further feedback to subsequent drafts of documentation
  • If necessary, to attend resource visits or nominate a deputy to attend and complete a resource visit template.
  • To work with the Faculty Quality Administrator make the travel and accommodation arrangements for resource visits for themselves, the Validation Chair and the External Adviser
  • To get approval from the IC before confirming arrangements for overseas resource visits
  • If necessary, to attend PSRB visits or nominate a deputy to attend.
  • In liaison with the Chair and panel to approve new modules and modifications on E:vision
  • To advise on University regulatory and framework issues and policies and procedures.
  • In liaison with the Chair to sign off the process
  • To advise all interested parties (via the QCU VAAD Memo) when the process is complete
  • To make the final versions of course specifications available to colleagues in central services via the i:drive
  • To produce the Process Record
  • Once approved, to submit the Process Record to the VASC Officer

External Adviser

  • Respond to the External Advise contract letter.
  • Respond to the IT Services email in order to set up access to the VLE.
  • Read and review documentation submitted.  Provide independent feedback to the documentation received, based on experience and area of expertise. 
  • Provide feedback via the VLE by the deadline date.
  • If necessary, to attend a minimum of one meeting at the University and/or a resource visit.  Actively participate at the curriculum development meeting.
  • At the UQP/FAEC panel meeting,  agree with the Chair and validation panel a set of conclusions and actions for the proposing team.
  • If necessary review and provide feedback via the VLE to subsequent drafts of documentation.
  • To contribute specialist and subject knowledge at all stages during the VAAD process.
  • To complete and return the External Adviser Report Template
  • To submit an expenses claim form with receipts.

LIS Representative

  • Check whether any books, journals and websites have been included on the MST
  • Advise the proposing team of of books and electronic resource availability and any cost implications
  • Advise the proposing team of any additional books, journals and website availability
  • Guide the proposing team on the LIS student support sessions available to students.
  • Advise on any licensing considerations.
  • Provide feedback by deadline set by the Validation Officer.

 

Student Office Representative

TBC

Programmes Unit Representative

TBC

Student Representative

  • Review documentation from a students point of view.  This may include consideration to:

- the relevance of the course

- who might want to study this course

- employment opportunities for students

- contact hours

- assessment

- resourcing of the course etc.

Further guidance for students on what to consider when working on validations are included here (hyperlink) 

UQP/FAEC critical readers

  • Provide independent feedback to the documentation received, based on experience and area of expertise.

Stakeholder, Industry and Employer Representative

  • Review documentation from an employers, stakeholders or industry perspective including commenting on the relevance and currency of the CST and MSTs produced.
  • Provide an employability perspective to the validation documentation.