Strathclyde University's Academic Year Policy: Semesters, Assessments, and Activities, Schemes and Mind Maps of Social Work

Download Strathclyde University's Academic Year Policy: Semesters, Assessments, and Activities and more Schemes and Mind Maps Social Work in PDF only on Docsity! POLICY ON THE ACADEMIC YEAR AND TEACHING CALENDAR Version No. Description Author Approval Effective Date 1 Policy on the Academic Year and Teaching Calendar Education Enhancement Senate 2019/20 Version 1.0 the place of useful learning The University of Strathclyde is a charitable body, registered in Scotland, number SC015263 Policy on the Academic Year and Teaching Calendar 1 1. RATIONALE 1.1 This policy sets out the agreed principles for the structure of the academic year, the teaching calendar, the relationship with operational timetabling procedures and the responsibilities of staff and students to ensure the effective operation of the teaching calendar. 1.2 The aims of this policy are to: (i) outline the governance and parameters of the academic year and teaching calendar within; (ii) facilitate the delivery of an enhanced student experience, recognising the diversity of our population; and (iii) provide the parameters for the implementation of the University’s timetabling procedures in support of the effective use of the University estate. 1.3 Senate has responsibility for determining the shape of the academic year and the teaching calendar therein. Senate delegates responsibility for the implementation of the University’s Standard Teaching Calendar to the Strategic Timetabling Group, a sub-group of Learning Enhancement Committee, reporting through Education Strategy Committee. 2. SCOPE 2.1 This policy applies to all campus-based undergraduate and postgraduate taught provision (including co-taught undergraduate masters and postgraduate taught modules) with the exception of Section 5 and Annex A, which currently applies to campus-based undergraduate programmes only. 2.2 Postgraduate research provision is delivered within the broad parameters of the Standard Teaching Year, defined in section 3.1, aligned to the requirements of Research Councils and external University partners. 2.3 Where possible, online, work-based learning and distance learning programmes will be delivered within the broad parameters of the Standard Teaching Year, however programmes may be aligned to specialist requirements and/or external University partners’ requirements through a Specialist Teaching Year1. Where this is the case, full information on the Specialist Teaching Year will be provided to all students enrolled on the programme, highlighting key areas of divergence with the Standard Teaching Year. 3. TEACHING YEAR & STANDARD TEACHING CALENDAR 3.1 The University operates a 52-week academic Teaching Year (TY), with weeks numbered consecutively from week 1 to week 52. These week numbers inform the timetable scheduling within the University’s timetabling system, Syllabus Plus. The Teaching Year generally starts at the beginning of August each year. 3.2 The Standard Teaching Calendar defines the pattern for teaching across 2 semesters, incorporating the period from Welcome and Development Week to the commencement of the summer vacation period. 3.3 Semester 1 of the Standard Teaching Year begins in September with Welcome and Development Week (TY week 7), followed by 11 weeks of teaching (TY weeks 8-18 inclusive). This is followed by a 2-week Formal Assessment Period in December (TY weeks 19-20) and subsequently, winter vacation (TY weeks 21-23). Where programmes follow a Specialist Teaching Year, this is highlighted to students through admission to the programme and through their Programme/School/Department induction. 1 Specialist Teaching Year is used to describe the study pattern for programmes of study which operate an alternative teaching calendar to align with sector requirements, for example teaching, social work; or to meet partner requirements, for example degree apprenticeships. Policy on the Academic Year and Teaching Calendar 4 9. TIMETABLING TIMELINE 9.1 Full details of the University Timetabling Timeline is available online at: https://moss.strath.ac.uk/estates/timetabling/Timelines/University Timetabling Timeline 2019- 20.pdf 10. TIMETABLING RESPONSIBILITIES 10.1 The Head of Department/School (or nominee) is responsible for: (i) Appointing a Departmental/School Timetabling Coordinator (DTC) or DTC team, depending on size of Department/School and delegating authority to them, as appropriate, to manage timetabling activity in the department/school; (ii) Determining the allocation of teaching staff to teaching events; (iii) Determining constraints on the availability of staff for teaching, in accordance with the Timetabling Policy and relevant guidance from the TT; (iv) Resolving any conflicts which may arise at departmental/school level in relation to timetabling; (v) Demonstrating the need for a generic departmental/school teaching room to remain as part of the department/school space allocation on an annual basis, as part of the department occupancy survey. 10.2 The Vice/Associate Dean Academic (VDA/AD) or nominee is responsible for: (i) Liaising between the Strategic Timetabling Group and the department/schools within their Faculty, ensuring that department/schools within their Faculty are complying with the University timetabling procedures and managing any conflict which arises either within their Faculty or cross Faculty. (ii) All timetabling amendment requests in each Faculty will be processed through the relevant VDA who will prioritise them, give guidance on implementation to the TT, and communicate directly with Timetabling Coordinators in their respective Faculty. Through time it is hoped that some, if not all of these responsibilities can be delegated to the FTCs. 10.3 The Faculty Timetabling Co-ordinator is responsible for: (i) Working with DTCs and the Timetabling Team to resolve issues at Departmental/School level. (ii) Ensuring data on all UG and PG teaching activities from academic colleagues is made available to DTCs. (iii) Checking that all UG and PG teaching activities are included in the Timetabling system in accordance with the agreed Timetabling Timeline. (iv) Ensuring that Timetabling Timeline and Timetabling deadlines are adhered to. (v) Providing information and review RAG (Red, Amber, Green) status of key deliverables throughout the annual Timetable creation process. (vi) Intervening to resolve Departmental/School timetabling requests which are contentious or incompatible with the Timetabling policy. (vii) Where DTCs are unable to resolve amendment requests, ‘adjudicating’ on a Faculty basis, with support from the VDA. 10.3.1 Liaison (i) Liaising with DTCs, academic staff, year co-ordinators, programme co-ordinators to seek possible resolutions to issues/difficulties and negotiate solutions. (ii) Liaising with other FTCs in respect of cross Faculty programme timetabling. Policy on the Academic Year and Teaching Calendar 5 (iii) Monitoring late change requests from DTCs involving cross departmental, school or Faculty dependencies to ensure that they are not made in isolation. (iv) Co-ordinating Faculty response to Timetabling reports which require action, e.g. “rooms booked but not used”, Wednesday afternoon teaching. (v) Liaising with Heads of Department or School (HoDs) to ensure that the DTCs have sufficient time and training to be effective in their role. 10.3.2 Communication (i) Co-ordinating Faculty timetabling communications. (ii) Acting as contact point for confirmation and distribution of provisional student intake numbers/target numbers to relevant DTCs in Departments and Schools and to the University’s Timetabling Team. 10.3.3 Directing (i) Ensure that all relevant Advisors of Studies/Year Co-ordinators have approved students’ provisional curriculum by the relevant deadline date in the timeline. (ii) Ensure that students have access to personalised timetables by agreed date in the timeline. (iii) Ensure that departments and schools within the Faculty are complying with the University Timetabling Policy. (iv) Manage any conflict which arises either within their Faculty or cross Faculty. 10.3.4 Supporting (i) Supports DTCs in relevant Departments/Schools to ensure they are able to undertake their duties in relation to Timetabling. (ii) Ensures all information is available to DTCs at appropriate dates in the timeline. 10.4 The Departmental or School Timetabling Coordinator (DTC) is responsible for: (i) Collecting data on all UG and PG teaching activities from academic colleagues (ii) Checking that all UG and PG teaching activities are included (iii) Has knowledge of delivery of activities (iv) Has knowledge of student pathways (v) Has knowledge of constraints at Departmental/School level (vi) Has knowledge of staff availability (vii) Has knowledge of Departmental/School teaching facilities (viii) Ensuring that all timetabling deadlines are adhered (ix) Working with other DTCs, the Faculty Timetabling Coordinator, and the Timetabling Team to develop the draft timetable (x) Checking draft timetables at relevant points in the timetable construction process, liaising with colleagues and coordinating their responses as appropriate (xi) Liaising between academic colleagues and the Timetabling Team concerning timetabling issues in general and negotiating the resolution of issues (xii) Filtering all Department/School amendment requests to ensure that only essential requests are sent to the Timetabling /School Team, and not requests in the ‘nice to have’ category (xiii) Is the primary point of contact between the department/school and the Timetabling Team (xiv) Is able, empowered and supported to take decisions Policy on the Academic Year and Teaching Calendar 6 10.5 Academic staff are responsible for: (i) Responding to requests for information from Departmental/School Timetabling Coordinators in relation to the production of the teaching timetable. (ii) Alerting Departmental/School Timetabling Coordinators to the presence of disabled students on programmes (however the Disability Service is responsible for provision of advice on the requirements of individual students). (iii) Setting class/module timetables in accordance with these guidelines. (iv) Notifying Departmental/School Timetabling Coordinators of any specific requirements relating to teaching events, e.g. AV or IT facilities. (v) Ensuring that teaching rooms are left in a clean and tidy condition, including cleaning of whiteboards, and that the room is returned to the standard layout where changes have been made during the teaching session. (vi) Informing the Departmental/School Timetabling Coordinator of any difficulties arising from teaching activity, e.g. relating to the size of allocated rooms. (vii) Reporting any problems with teaching rooms, e.g. relating to equipment, furniture or cleanliness, by e-mail to roombookings@strath.ac.uk. 10.6 Students are responsible for: (i) Electing optional classes/modules, using the relevant class/module choice process, in a timely manner; Viewing and checking the teaching timetable regularly (ii) Notifying Disability Service as early as possible of any individual requirements relating to disabilities, in order that they can be taken into account during the timetabling process. (iii) Attending all formal scheduled teaching and developmental events, as outlined within 6.1 and take responsibility for communicating any reasons for required absences, in line with 6.2.