Guidance for External Panel Members Involved in University Approval and Periodic Programme Review Events

Introduction

These guidance notes are intended to provide information for external subject specialists who have been nominated to act as an External Panel Member (EPM) for University Approval Events (UAE) (as detailed in AQF4 Programme and Course Approval and Modification) or Periodic Programme Review (PPR) (as detailed in AQF6 Periodic Review) at Northeastern University London (the University).

UAEs occur every time faculty propose new programmes of study. Existing programmes normally undergo review once every five years as this enables greater reflection than single annual monitoring activity.

The purpose of the UAE and PPR is to ensure that:

• All stakeholders of the University and the public are assured of the quality and standards of the University’s taught provision.
• The University secures the highest academic standards and education experience for its students. 
• Programmes are strategically and academically appropriate, and are developed in line with the University’s Mission, Strategic Plan and Academic Regulations.
• The University approves programmes that meet the appropriate quality and academic standards as defined by the University, the UK Quality Code, Degree Apprenticeship Standards, and expectations of relevant Professional, Statutory and Regulatory Bodies (PSRBs).
• Learning and other resources are adequate and available to support programme delivery and students.
• The programme learning environment is fit for purpose.
• Programmes are coherent and provide students with a developmental educational experience.
• Quality and standards of teaching and assessment of programmes are in line with national practice and will be continuously enhanced.

Criteria for External Panel Members

As the role is to provide objectivity and comparability of academic standards from across the sector, External Panel Members (EPM) must have:

• Experience and expertise in the subject of the programme under approval/review.
• Experience and knowledge of the current framework for the setting of academic standards.
• Recent and relevant experience of the role, or comparable related external experience, to indicate competence in the role.

Nominated EPMs should not:

• Have been an external examiner or member of staff at the University within the last three years.
• For programme approvals, have been involved with the development of the proposed programme.
• For PPR, have been engaged in teaching, research or any scholarly activity relating to the programme(s) under review.

What Happens at a University Approval Event?

In the months leading up to a UAE/PPR, the programme/course proposer will undertake preparatory work and will prepare documentation that describes the proposed programme/course. This documentation will include information on the content of the programme/course, how it is delivered and how it is assessed. 

A Panel is formed by the University to consider the programme undergoing approval. There are typically six to eight members on the Panel, including Northeastern University London faculty, professional staff and students, and external academic representatives.

At least one month before the UAE/PPR, Panel members are sent a pack which contains details on the UAE/PPR arrangements and the programme/course documentation. This gives Panel members a chance to find out more about the programme/course before the event and to identify any things that they would like to discuss on the day. 

The Panel meet at the University for the UAE/PPR (see Annex A for the Indicative Agenda for UAE/PPR). During the UAE/PPR, EPMs get a chance to view facilities, meet with students, and discuss the programme/course undergoing approval with the programme proposer.

At the end of the UAE/PPR, the Approval Panel reaches a decision about whether or not the proposed programme/course should be approved. The Panel may recommend:

• Approval with no conditions.
• Approval with conditions to be met.
• Suspension of the process with conditions or recommendations.
• Non-approval, with feedback given.

The Panel also has the opportunity to comment on positive aspects of the programme/course and/or identify areas where there is room for improvement. 

What Happens at a Periodic Programme Review Event?

In the months leading up to a PPR, the programme proposer will undertake preparatory work and will prepare documentation that describes the existing programme. This documentation will include information on the content of the programme, how it is delivered and how it is assessed. In addition, the programme/course proposer will produce Annual Programme Reports and a Self-Evaluation Document (SED). The SED offers a critical reflection on how well the programme is operated and provides evidence that sufficient and effective attention is being given to the enhancement of quality and the maintenance of standards.

A Panel is formed by the University to consider the programme undergoing review. There are typically six to eight members on the Panel, including Northeastern University London faculty, professional staff and students, and external academic representatives.

At least one month before the PPR, Panel members are sent a pack which contains details on the PPR arrangements and the programme documentation. This gives Panel members a chance to find out more about the programme before the event and to identify any things that they would like to discuss on the day. 

The Panel meet at the University (either in person or virtually) for the PPR (see Annex B for the Indicative Agenda for PPR). During the event, EPMs get a chance to view facilities, meet with students, and discuss the programme undergoing review with the programme proposer.

At the end of PPR, the Panel will reach a unanimous judgement on the academic standards and the quality of provision relating to the programme undergoing review. It will also have the opportunity to comment on positive aspects of the programme and/or identify areas where there is room for improvement. 

What is my Role on the Panel

As a member of the Panel, you will be expected to critically examine the programme/course documentation before the UAE/PPR and identify any items that you would like to discuss on the day.

During the UAE/PPR, there will be an initial private meeting of the Panel where you can discuss your views on the programme/course and collectively agree on a series of questions to ask the programme/course proposer later in the day.

The Panel will be expected to undertake constructive discussions with faculty in order to make a collective judgement on the quality and academic standard of the programme, and its value and relevance in terms of professional and/or employer needs.

Your role is that of a ‘critical friend’, who is there to discuss the programme/course proposer in detail and offer helpful suggestions to faculty, as well as pointing out potential pitfalls and problems arising from your scrutiny of the documentation. As an EPM, please do feel free to challenge assumptions held by faculty and/or the University and offer a fresh perspective.

In some instances, you will be asked to do a desk-based review instead of attending an event. In these cases, you will need to provide a written summary of your review, along with any questions for the programme/course proposer before the event takes place. The written summary can be written on headed paper from your institution or provided via your work email. In your review, please make sure you clearly detail the sections of the programme/course documentation you are referring to.

Practical Arrangements

As an EPM, you will be paid an honorarium. Reasonable travel expenses will be reimbursed.

If you would prefer to be sent hard copies of documentation, the University is happy to provide this.

Further Advice

If you would like further information or advice on your role as an EPM, please get in touch with the Head of Quality Assurance.

Appendix A

Indicative Agenda for College Approval Events

Appendix B

Indicative Agenda for Periodic Programme Review