Quality Assurance Committee Dates

Directorate of Planning and Academic Administration

Quality Assurance

Guidance on the process of development and approval of new and revised modules
using the eVision Module Specification Form

(revision of a draft by MIS, 8 July 2009, updated 22 April & 27 May 2010, updated 21 June 2012)

List of Contents

Using the eVision Online Specification Form for new and revised undergraduate and postgraduate modules

·         Step 1 - Creation of the proposed module specification

·         Step 2 - Submission to School Learning & Teaching Committee

·         Step 3 - Submission to Faculty Learning & Teaching Committee

·         Step 4 - Consideration by Approval Panel (modules for new programmes only)

·         Step 5 - Final steps

Frequently Asked Questions

·         Can I spell check the text I am entering?

·         How do I adjust my printer settings?

·         If I do not have permission to create or view a new module specification, whom should I contact?

·         Who can initiate a new module specification?

·         How do I indicate that a module specification is part of a new programme?

·         What happens if I do not have the time to complete the module specification in one session? Is the data lost?

·         Can I return to my module specification?

·         Where are the Guidance Notes?

·         If I need further guidance, whom should I contact?

·         How can I view or print my module proposal?

·         How can I monitor the progress of my module proposal through the Learning and Teaching Committees?

·         How do I transfer the ownership including editing rights of the module specification to a colleague?

·         Can I share my proposal with colleagues?

·         Once I have completed the module specification and submitted it, what happens next?

·         How will the School Learning & Teaching Committee inform me of their decision?

·         Who can authorise the module proposal at School level?

·         What happens when the module has been submitted to the FLTC?

·         How do I know if my module proposal is being submitted to the Approval Panel?

·         How do I know if my module proposal is being submitted to the University Learning &Teaching Committee?

·         Who enters my module to the SCIMS database?

Using the eVision Online Specification Form for new and revised undergraduate and postgraduate modules

Stage 1 - Creation of the proposed module specification

The specification for a new module may be created in either of two ways

from scratch, or

using an existing, approved, active, module from the same School as a "shell" for the new module

The specification for a revised module may be developed by

calling up an existing, approved, active, module from the same School

then amending or adding to the specification as required.

But note that certain fields cannot be edited: the module code, the module title, the level, the credit volume; changes to these fields require creation of a new module.

Note also that only one revision of a module can be in process at any one time

The process of approval for revised modules is the same as that for new modules.

The key steps in the process for creating a NEW module are

The member of academic staff (the "originator") logs in to e-Vision and

selects the Module Administration Screen

selects from the Module Proposals tab Start a New Module Proposal

if the new module is to be created from scratch, then clicks the Continue button at the foot of the screen

if the new module is to be based on an existing, approved module, then opens the drop-down box and selects the module to be used as the shell. Note that only approved and active modules from the originator's School will be listed. The new module form will then be populated with data from the shell module, the amount of data depending on when and how the original module was created.

The originator creates the first draft of the proposed module by editing fields or creating new text.

He/she shares the draft module proposal with colleagues (by e-mail, by giving them the 15-digit reference code, or by printing a hard copy)

When the draft module proposal is ready for consideration by the School Learning and Teaching Committee (SLTC), he/she approves the module and the system automatically sends the proposed module specification to the members of the SLTC.

The key steps in the process for creating a REVISED module are

The member of academic staff (the "originator") logs in to e-Vision and

selects the Module Administration Screen

selects from the Module Proposals tab Start a Revised Module Proposal

opens the drop-down box and selects the module to be revised and clicks the Select button at the foot of the screen. Note that only approved and active modules from the originator's School will be listed. The module specification form will then be populated with data from the specified module, the amount of data depending on when and how the original module was created.

The originator creates the first draft of the proposed module by editing fields or creating new text.

He/she shares the draft module specification with colleagues (by e-mail, by giving them the 15-digit reference code, or by printing a hard copy)

When the draft module proposal is ready for consideration by the School Learning and Teaching Committee (SLTC), he/she approves the module and the system automatically sends the module to the members of the SLTC.

Helps

·         Can I spell check the text I am entering?

·         How do I adjust my printer settings?

·         If I do not have permission to create or view a proposed new or revised module, whom should I contact?

·         Who can initiate a new or revised module proposal?

·         How do I indicate that a module proposal is part of a new programme?

·         What happens if I do not have the time to complete the module proposal in one session? Is the data lost?

·         Can I return to my module proposal?

·         Where are the Guidance Notes?

·         If I need further guidance, whom should I contact?

·         How can I view or print my module proposal?

·         Can I share my module proposal with colleagues?

·         How do I transfer the ownership including editing rights of the proposed module specification to a colleague?

Stage 2 - Submission to School Learning & Teaching Committee (SLTC)

The key steps are:

The system notifies all the members of the SLTC that a module proposal has been submitted.

All the members of the SLTC can review the module proposal.

The designated SLTC "authorisers" enter their decision to approve, to approve subject to amendments, or to reject the proposed module.

In the case approval subject to amendments, the authoriser must enter an explanation of the changes required.

In the case of rejection, the authoriser must enter an explanation of the reasons for rejection.

The system automatically notifies the originator/owner by e-mail of the decision and the reasons.

If the decision is to approve the proposal, the system submits the module specification to the Faculty Learning and Teaching Committee and informs the originator/owner by e-mail of the decision.

If the decision is to approve the proposal subject to amendments, the system informs the originator/owner by e-mail of the decision and the amendments required. The originator/owner can make the amendments as in in Stage 1 and can then resubmit the proposal to SLTC.

If the decision is to reject the proposal, the system informs the originator/owner by e-mail of the decision and the reasons for it. The originator/owner may amend the module as in in Stage 1 and can then resubmit the proposal to SLTC.

Helps

·         How will the School Learning & Teaching Committee inform me of their decision?

·         Who can authorise the module proposal at School level?

·         What happens when the module proposal has been submitted to the FLTC?

·         All the FAQs

Stage 3 - Submission to Faculty Learning & Teaching Committee (FLTC)

The key steps are:

The system notifies all the members of the FLTC that a module proposal has been submitted.

All the members of the FLTC can review the module proposal.

The Quality Assurance team assembles the module proposals to be considered at the next meeting of the FLTC

After the meeting of the FLTC, the Quality Assurance Office enters the decision made by FLTC to approve, to approve subject to amendments, or to reject the proposed module specification.

In the case approval subject to amendments, the Quality Assurance team also enters an explanation of the changes required.

In the case of rejection, the Quality Assurance team enters also the reasons for rejection.

The system automatically notifies the originator/owner by e-mail of FLTC's decision and the reasons for it.

If FLTC's decision is to approve the proposal, and the module IS NOT part of a new programme, the system informs the originator/owner by e-mail that the module is approved, the Quality Assurance team adds additional module information before the system automatically generates all of the associated records in the student records system. The system then automatically allocates a NEW module code and this is then communicated to all parties by e-mail. The system then automatically sends a task to the Finance Directorate, who apply the correct fee band to the module in the student records system. Subsequently, Academic Services Directorate will create the module availability record (MAV) and the Schools administrators complete the module information before ticking the VLE flag on the module availability record in the student records system, which finally triggers the generation of the new module specification document.

If FLTC's decision is to approve the proposal, and the module IS part of a new programme, the system informs the originator/owner by e-mail that the module is approved, and the module proposal is considered next by the Approval Panel set up by the Faculty Dean and the Quality Assurance team to consider the programme.

Helps

·         How can I monitor the progress of my module proposal through the Learning and Teaching Committees?

·         How do I transfer the ownership including editing rights of the module specification to a colleague?

·         Can I share my proposal with colleagues?

·         What happens when the module has been submitted to the FLTC?

·         How do I know if my module proposal is being submitted to the Approval Panel?

·         Who enters my module to the SCIMS database?

·         All the FAQs

Stage 4 - Consideration by Approval Panel (modules for new programmes only)

The key steps are:

The Quality Assurance team assembles the module proposals relevant to the proposed new programme. These are considered together with the programme proposal documentation by the External Assessors and then by the Approval Panel. The Approval Panel also considers the reports from the External Assessors.

The report from the Approval Panel to approve the programme proposal and its component modules, to approve it with conditions, or to reject it, is then considered by the University Learning and Teaching Committee (ULTC) on behalf of Senate. Acceptance by ULTC of an Approval Panel's recommendation to approve a programme is usually the final decision in programme approval.

Helps

· All the FAQs

Stage 5 - Final steps

The key steps are:

If the Approval Panel recommended that the new programme be approved and University Learning and Teaching Committee (ULTC) accepts the Report of the Approval Panel, the Quality Assurance team enters the details of the programme into the student records system.

The Quality Assurance team adds additional module information so that the system automatically generates all of the associated records in the student records system. The system then allocates a NEW module code and this is then communicated to all parties including the SLTC members and the originator/owner by e-mail.

The system then automatically sends a task to the Finance Directorate, who apply the correct fee band to the module in the student records system.

Subsequently, Academic Services Directorate will create the module availability record (MAV) and the Schools administrators complete the module information before ticking the VLE flag on the module availability record in the student records system, which finally triggers the generation of the new module specification document.

Helps

· All the FAQs

Frequently Asked Questions

General

Q. Can I spell check the text I am entering?

A. Yes. But first you need to download and install the Google Toolbar

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Click on the Install Google Toolbar button

To check spelling, click on the Check button and Google will automatically highlight all text fields on that page.

There is an autofix option or you can retype as required.

Q. How do I adjust my printer settings?

A. Usually at the top of each page there is a link with a module specification reference

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Click on this and the system will open up your module specification in a browser window.

Select Page Setup from the dropdown File menu

Make sure that the margins are set as in the screenshot below.

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Owner or Originator of the module specification

Q. If I do not have permission to create or view a new/revised module specification, whom should I contact?

A. Your School Manager

Q. Who can initiate a new/revised module specification?

A. Any member of academic staff. But note that only one revision of a module can be in process at any one time, so if one academic commences a revision and leaves it incomplete or fails to submit it, no other academic can revise the module. In such a case, the incomplete revision should be deleted or ownership transferred.

Q. How do I indicate that a module specification is part of a new programme?

A. Agree with your colleagues the name for the new programme, then

Select Yes in the first question of Section A,

Then type the name of the programme in the second box.

Q. What happens if I do not have the time to complete the module specification in one session? Is the data lost?

A. No. Provided you click on the Next button at the lower right of the last page you have worked on, the system will automatically save the data you have entered.

Q. Can I return to my module specification?

A. Yes. Provided you have not submitted the module specification for your proposed module to your School Learning and Teaching Committee. If you have submitted it, you will again be able to edit the module specification if it is unlocked after consideration by the School or Faculty Learning and Teaching Committee, or the Approval Panel.

Can I pass the module specification to another member of staff for further work

Q. Where are the Guidance Notes?

A. Click on $Description: Description: O:\Quality Assurance\WORKING FILES\QA OFFICE\QAOWebPages\MSF_NewMods\qgreen.gif$ next to the question on which you want guidance. The full set of Guidance Notes is available from a link on the eVision Module Administration page, and from the Quality Assurance team web pages here .

Q. If I need further guidance, whom should I contact?

A. First, seek advice from your School's Director of Learning and Teaching or an alternative experienced module developer from within your own School. They have two advantages: (a) they will be aware of current practice within the School, and (b) their view of the e-Vision screen will be the same as yours (which will not be the case for someone outside your School).

If they are unable to help you, then call or e-mail the Quality Assurance

For help with modules for the Faculty of HumSS, e-mail Caroline Farnell-Smith or call her on 33369

For help with modules for the Faculties of Health, e-mail Dr Sarah Graves or call her on 33727

For help with modules for the Faculty of Natural Sciences, e-mail Sian Conner or call her on 33085

Q. How can I view or print my module proposal?

A. At the top of each web page there is a link to your module specification (example: Module Proposal Ref: 0087717 55656994) . Click on the reference number of your module specification and a window will open with a print-friendly version of the complete module specification form. Then click on the print button in the browser tool bar.

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Q. How can I monitor the progress of my module proposal through the Learning and Teaching Committees?

A. Go to the eVision Module Administration home page and select Continue/Review My Existing New Module Proposals. This will show you the status of your proposed module specification.

Q. How do I transfer the ownership including editing rights of the module proposal to a colleague?

A. You can do this from the Continue/Review My Existing New Module Proposals screen. Alternatively, contact one of your School administrators who can also do this.

Q. Can I share my proposal with colleagues?

A. Yes the system makes the proposed module specification visible to all academic staff within your School.

Q. Once I have completed the module specification and submitted it, what happens next?

A. The system automatically e-mails the proposed module specification to the members of your School Learning and Teaching Committee (SLTC), and the SLTC can then review it.

School Learning & Teaching Committee (SLTC)

Q. How will the SLTC inform me of their decision?

A. If the module is accepted without amendment this will trigger the following actions:

·         You will receive an automatic e-mail message, or you can view the status of your proposal using eVision

·         The members of the Faculty Learning & Teaching Committee will be notified by automatic e-mail message, and they will be able to view your proposal using eVision or print a copy of your proposal for review off-line.

·         The Quality Assurance team will collate all the proposed module specifications for consideration by the Faculty Learning and Teaching Committee at its next meeting.

If the module proposal is accepted with amendment this triggers the following actions:

·         The SLTC authorisers will annotate the proposal advising on what changes are required

·         The system e-mails the originator/owner of the module proposal

·         The originator/owner updates the proposal inline with the guidance before re-submitting the proposal to the SLTC

·         But if the required amendments are very minor (e.g. typographical errors), the School's Director of Learning and Teaching can make the corrections using the amend button on her/his screen without returning the proposal to the originator/owner.

If the proposal is rejected:

The SLTC authorisers are expected to annotate the reasons for the rejection

The system emails the module originator/owner or the status of the module proposal can be viewed thru eVision

Q. Who can authorise the module proposal at School level?

A. Typically this is the School’s Director of Learning & Teaching.

Faculty Learning and Teaching Committee

Q. What happens when the module has been submitted to the FLTC

A. The Quality Assurance team collates all the module proposals ready for the next FLTC meeting. After the meeting, the Quality Assurance team updates the system with the decisions of the FLTC on each module, i.e. to accept, reject or accept with revision. The members of the FLTC are informed by e-mail of the progress of the module.

If the module proposal is accepted with amendment this triggers the following actions:

·         The Quality Assurance team will annotate the proposal advising on what changes are required

·         The system e-mails the originator/owner of the module proposal

·         The originator/owner updates the proposal inline with the guidance before re-submitting the proposal to the SLTC

·         But if the required amendments are very minor (e.g. typographical errors), the Quality Assurance team administrators or the School's Director of Learning and Teaching can make the corrections using the amend button on their screen without returning the proposal to the originator/owner.

If FLTC approves the module specification, and it is not part of a new programme, the proposal is passed directly to the Quality Assurance team for final entry to the SCIMS database.

Approval Panel

Q. How do I know if my module proposal is being submitted to the Approval Panel?

A. The Approval Panel reviews only new programmes, so your module proposal will be reviewed by the Approval Panel only if it is part of the new programme.

Q. How is the Approval Panel's recommendation communicated?

A. The Quality Assurance team collates all the module proposals ready for the meeting of the Approval Panel set up for the particular programme. After the meeting, the Quality Assurance team updates the system with the decisions of the Approval Panel for each module, i.e. to accept, reject, or accept with revision.

The members of the FLTC are informed by e-mail of the progress of the module.

University Learning and Teaching Committee (ULTC)

Q. How do I know if my module proposal is being submitted to the ULTC committee?

A. The ULTC considers only the Approval Panel Report on a new programme.

Quality Assurance team & creation of the SCIMS database

Q. Who enters my module to the SCIMS database?

A. Once the proposal has been approved, the Quality Assurance team adds additional module information before the system automatically generates all of the associated records in the student records system.

For new modules, the system automatically allocates a new module code and this is then communicated to all parties by e-mail.

The system then automatically sends a task to the Finance Directorate, who apply the correct fee band to the module in the student records system. The creation of the module process is then almost most complete.

Academic Services Directorate creates the module availability record (MAV) and the School's administrators complete the module proposal information before ticking the VLE flag on the module availability record in the student records system, which then triggers the generation of the new module specification document.

Quality Assurance Office
Directorate of Planning and Academic Administration
Keele University Home Page

Last updated: 01/06/2011
by Peter Grannell

Directorate of Planning and Academic Administration