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UNIT FOR QUALITY PROMOTION
1st
QUARTERLY REPORT 2013
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UNIT FOR QUALITY PROMOTION:
1ST QUARTERLY REPORT 2013
Contents
EXECUTIVE SUMMARY …………………………………………………………………………3
1. OPERATING CONTEXT ...................................................................................................... 5
1.1 Governance Structure ................................................................................................... 5
1.2 Physical Location .......................................................................................................... 5
2. RISKS AND MANAGEMENT OF RISKS .............................................................................. 5
3. STRATEGIC FOCUS ........................................................................................................... 7
4. PERFORMANCE……………………………………………………………………………….......7
5. RESOURCE MANAGEMENT……………………………………………………….………………13
5.1 Human Resources……………………………………………………………………………..18
5.2 Financial Management…………………………………………………………………..……19
6. STAKEHOLDER ENGAGEMENT ......................................................................................... 19
6.1 National Involvement .................................................................................................. 19
6.2 Internal Engagement................................................................................................... 19
7. ENVIRONMENTAL SUSTAINABLILITY…………………………………………………….……20
8. LEADERSHIP FOOTPRINT .................................................................................................. 20
9. CONCLUSION AND THE WAY FORWARD ........................................................................ 20
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UNIT FOR QUALITY PROMOTION:
1ST QUARTERLY REPORT 2013
EXECUTIVE SUMMARY
The goals of the UQP (aligned with UJ Strategic Thrusts) are to
i) facilitate, support and oversee the implementation of the UJ Quality Promotion Plan:
2010 – 2016.
ii) sustain, support and improve the UJ Quality Promotion System.
iii) enhance and contribute to the effective functioning of the Unit for Quality Promotion.
As far as the implementation of the UJ Quality Promotion Plan is concerned, the UQP is
providing support with the preparations for:
i) a large number of programme reviews that has been scheduled for this year (a break-
down per faculty is provided in the report).
ii) two faculty reviews (i.e. the Faculties of Humanities and Health Sciences).
iii) four reviews in service and support divisions (i.e. Residences, IOHA, Transportation
and HR).
The following support has been provided to the UJ Quality Promotion System:
(i) Annual updating of the UJ Progress Report by means of contributions from different
role players in the UJ and submitting Progress Report II to the HEQC by March 2013.
(ii) A report on the implementation of the UJ Quality Promotion Plan in 2012 was
presented to the STLC as a PPT presentation, while a full written report was submitted
and presented to the ELG. Key commendations and recommendations w.r.t.
programmes were reported.
(iii) The Framework for non-subsidised programmes was reworked as a policy with
separate procedures (by the Dean of the Faculty of Law) and submitted to MECA for
approval. It was decided that one document should be developed and that the
outstanding issues should be addressed by a task team with the DVC: Planning as
chairperson.
(iv) A proposal on the HEQSF alignment of non-subsidised whole programmes has been
developed and submitted to MECA for approval in April 2013.
(v) As far as student involvement in quality assurance is concerned, one UQP staff
member (Mr Vongo) is exploring the topic. He presented a workshop on the topic to the
Garmin Group (an inter-institutional discussion forum for staff in quality offices at SA
universities) in February 2013. He will attend a conference in Glasgow, Scotland in
June – one of the conference themes is student involvement in quality enhancement.
He will also meet individuals from Scottish and British universities to explore the topic
further.
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(vi) Professional councils that accredit UJ programmes: An initial list of professional
councils has been drawn up. Permission from the Registrar has been obtained to
collect more information from the faculties, e.g. on the status of the council/statutory
body, purpose of campus visits, etc. Dragana Weistra will collect additional information
from the faculties.
(vii) The UQP provide support with the two faculty reviews planned for 2013, namely the
Faculty of Humanities and the Faculty of Health Sciences. The Faculty Review
Management Committee has met twice so far, and the two staff members involved in
these reviews (i.e. Ina Pretorius and Hester Geyser) have met twice with the Faculty of
Health Sciences to discuss their preparations, etc.
(viii) The Faculty Quality Discussion Forum met on 12 March 2013. A number of quality-
related matters were discussed, e.g. HEQSF alignment of programmes, including non-
subsidised programmes; programme reviews, etc.
(ix) Two UQP delegates attended the CHE Quality Assurance Forum. The workshop
focussed on the 2nd cycle of audits; the national review of social work; and an update
on the HEQSF.
(x) On February 2013 UJ hosted the Garmin Group. Institutions which attended were
NMMU, NWU, UFS, UCT, SU and UJ. On the first day, the discussions centred on
Student engagement in quality processes. The attendance of three members of UJ’s
SRC was especially encouraging: we hope to follow-up on the contacts made. On the
second day, Challenges encountered during the peer review process was discussed.
All attendees participated and shared challenges as well as best practice. Feedback
from other participants confirmed UJ’s perception that the Discussion Group was
worthwhile and very informative.
(xi) ESA/SA-EU QA Colloquium on 3-5 April in Stellenbosch. Main these, the roles of
quality managers and the shift in focus from QA to QE of teaching and learning. (A
report has served at the R-Exco of April 2013).
As far as the effective functioning of the UQP is concerned:
The UQP has held a strategic breakaway and conducted a SWOT analysis in February 2013.
A follow-up session is scheduled for April; combined with a reflection on insights gained
during the Garmin group and the HESA conference. One of the goals is to identify a relevant
research project for the office.
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UNIT FOR QUALITY PROMOTION:
1ST QUARTERLY REPORT 2013
1. OPERATING CONTEXT
1.1 Governance Structure
As from January 2012, the Unit for Quality Promotion (UQP) reports to the Registrar. The
UQP oversees and facilitates the implementation of the UJ Quality Promotion Plan in faculties
and academic development, service and support divisions. At institutional level, it supports
and continuously improves the UJ Quality Promotion System.
Although the UQP offices are situated on the APK campus, staff members travel regularly to
other campuses to conduct workshops, consult with management committees and provide
support to individuals or small groups w.r.t. quality reviews and related matters. Often, UJ
staff members prefer attending meetings in the UQP offices as they are a ‘safe’ environment
to discuss confidential matters.
1.2 Physical Location
The UQP shares the bigger office space on A Ring 1 (APK) with the Division for Institutional
Planning, Evaluation and Monitoring (DIPEM). The office space was subdivided into two
sections, one for UQP and one for DIPEM. Facilities such as a boardroom, the kitchen, the
storeroom, etc. are shared.
2. RISKS AND MANAGEMENT OF RISKS
The UQP regards itself as the custodian of the quality review processes, and has to
constantly guard against practices/approaches that may have a negative impact on the
credibility of the review process and ultimately on the peer review report. Factors that may
have a negative influence include:
development of the self-evaluation report (SER), i.e. no real self-evaluation in the SER;
lack of evidence; lack of writing skills or not enough staff to develop the SER (e.g. in a
service and support division); submitting the approved SER too late to the panel (i.e.
not enough time for them to scrutinise the document)
peer review panels, i.e. not enough/relevant experts on the panel; no curriculum expert
(w.r.t. programme and module reviews); insufficient transparency of the review process
and the department’s/unit’s interaction with the panel
site visit schedule, i.e. insufficient time; interview groups not representative; not
enough reflection time for the panel.
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The UQP continuously addresses these potential risks by:
(i) A Quality Discussion Forum for Faculties meets regularly (at least 3 times per year).
The purpose is to inform, consult, etc. with faculty quality managers on quality matters,
including reviews.
(ii) Faculty quality managers attend scheduling and planning meetings with
departments/programme groups.
(iii) UQP staff members act as critical readers of the SERs and provide extensive feedback
as needed.
(iv) Workshops are presented on SER development, evidence management and the
logistics of the site visit.
(v) A Quality Discussion Forum was initiated (in 2012) for S & S divisions. The purpose is
to inform, consult, etc. with quality managers/unit representatives on quality reviews.
(vi) Training of UJ staff as chairpersons for peer review panels is an on-going undertaking.
One workshop was presented in 2012, and a second one in January 2013. A total of
20 persons have been trained
(vii) Training of peer review report writers by means of a workshop (16 April 2013) and
discussions of individual reports.
(viii) The identification of key elements in the quality review processes as quality checks by
the UQP.
(ix) A questionnaire to determine client satisfaction with UQP services has been
developed. A pilot run was done in 2012, while full implementation is undertaken in
2013.
3. STRATEGIC FOCUS
The goals of the UQP are aligned with UJ Strategic Thrusts as follows:
Table: UQP goals
UJ Strategic Thrusts UQP Goals
UJ Thrust 1: Sustained excellence of
academic programmes, research and
community engagement.
Provides leadership and support with the
implementation of the UJ Quality
Promotion Plan: 2010 – 2016. This
includes support with at least:
i) two faculty reviews ii) 30 programme reviews iii) 3 service and support divisions/units.
UJ Trust 6: Leadership that matters in the
institution and in civil society.
Sustain, support and improve the UJ
Quality Promotion System with special
reference to a framework for non-
subsidised programmes and the HEQSF
alignment of non-subsidised whole
programmes.
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UJ Thrust 8: Generate, cultivate and
sustain resources and structures.
Enhance the effective functioning of the
Unit for Quality Promotion.
4. PERFORMANCE
The tables below provides a summary of the progress made with the achievement of the UQP
goal on providing leadership and support with the implementation of the UJ Quality Promotion
Plan in 2013:
Table: Reviews in faculties (April 2013)
Department Programme(s) Site visit
Faculty of Humanities Communication
ND Public Relations and Communication; BA Applied Communicative Skills
Jan 2012
Social Work BA Social Work 19-20 June 2012: professional council review (SACSSP)
National Review BA Social Work 10-11 Sept 2013 (CHE)
Public Governance BA Public Management 15 – 16 Oct 2012
Postgraduate BA
Psychology MA Psychology 15-16 April 2013: external peer review June: professional council (HPCSA) PRR writer = Rita (Hannie to shadow)
Non-subsidised programme reviews
Faculty of Science Applied Math Department, 6 modules and honours
programme to be reviewed simultaneously
1st semester 2013
PRR writer = ??
Physics Department, 14 modules and Hons to be reviewed simultaneously
2nd
semester PRR writer = ??
Computer Science and Software Engineering
BSc Information Technology BSc Hons Information Technology
Professional council (British Computer Society)
Scheduling reviews (with Annah)
Geography Department, 11 modules, 2 Hons and 1 coursework masters to be reviewed simultaneously
To be scheduled
Zoology Department, modules and Hons
Faculty of Education Educational Psychology
MEd Educational Psychology; BEd Hons Educational Psych
18-19 March 2013: external panel in preparation for prof council. June 2013: professional council review (HPCSA). PRR writer = Lyn (Leonie as shadow)
Educational Leadership and Management
MEd Educational Leadership & Management (Coursework) HoD: Gerda Bender
March 2014 (internal review of modules); End 2014 (review of programme); 2014 (external)
Faculty of Management
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Department Programme(s) Site visit
IPPM BCom Industrial Psychology BCom Hons Industrial Psych (MV)
16-18 April 2013 PRR writer = Lyn
ND Human Resources Management (HRM); BTech HRM; BA HRM; BA Hons HRM; BA Hons Human Resource Development; BA Hons Employment Relations; BCom HRM; BCom Hons HRM; BCom Hons Human Resource Development; BCom Hons Employment Relations; MCom & MPhil in Leadership Performance and Change (coursework); MCom & MPhil in HRM (coursework); MPhil in HRD (coursework); MCom & MPhil in ER (research); PhD in LPC; PhD in HRM; PhD in HRD; PhD in ER (MV)
21 Oct 2013
Practical Psychometry (SLP) (Linda Fourie responsible)
June 2013: prof council (HPCSA)
Non-subs in dept
Transport and Logistics Management
ND Transport Management ND Logistics (Cat B) (MV)
Completed
Certificate in Road Transport (Freight); Certificate in Road Transport (Passengers); Diploma in Road Transport (Freight); Diploma in Road Transport (Passengers); Diploma in Transportation Management (NSWPs) (DW)
22-23 May 2013 PRR writer = Lyn
Programme in Logistics Management; Diploma in Logistics Management (NSWPs) (DW)
Aug 2013 SER writer = Rina
BTech Logistics; BTech Transportation Services (MV)
End Sept 2013 SER writer = Leonie (workshop to be scheduled) PRR writer = ?
Marketing Management
BCom & BCom Hons Marketing Management (MV & DW)
4-7 June 2012
ND Marketing Management BTech Marketing Management (MV)
29 Oct-1 Nov 2012
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Department Programme(s) Site visit
Certificate in Customer Centricity; Certificate in Marketing and Sales (NSWPs) (DW)
June 2013 PRR writer = Rita
ND Retailing; Introduction to Retailing(SLP); Retailing Support (SLP); Advanced Retailing Management (SLP). (DW)
June 2013 PRR writer = Rita
Business Management Certificate in Business Man (Project Man) (NSWP) (DW)
30-31 Oct 2012
BCom Intrapreneurial Management; BCom General; Diploma in Entrepreneurship ; Diploma in Management (MV)
30-31 Oct 2012
MCom Business Management (coursework) (Adri Drotsky responsible)
Mock panel in 2013; Mid 2014 (professional accreditation)
Non-subs in dept
Information and Knowledge Management (IKM)
BA Info Man; BA Hons Info Man (MV)
Week of 15th July 2013
BCom Info Man; BCom Hons Info Man (MV)
Sept 2013?
Applied Information Systems (AIS)
BCom Hons IT Man; Adv IT Project Man (SLPs). (MV & DW)
28 – 29 Oct 2013
Depts of Hospitality and Tourism
ND Hospitality Man (PRR writer = Lyn); ND Tourism Man (PRR writer = Rita); BA Tourism Development (PRR writer = Ronnie – MV to follow up on Ronnie’s availability because we can’t get hold of her) (MV)
23 – 24 July 2013
Review of postgraduate programmes
2014
FADA
Interior Design ND Interior Design; BTech Interior Design; MTech Interior Design; Department (MV)
6 – 8 August 2012
Jewellery Design ND Jewellery Design; BTech Jewellery Design; Department
23 – 25 July 2012
Architecture BA Architecture 15 – 19 May 2013: professional council (SACAP)
Graphic Design (Deirdre Pretorius)
BA Graphic Design 5 – 7 Aug 2013 PRR = Esther (tbc)
Meeting with Dean
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Department Programme(s) Site visit
FEBE Engineering Management
Postgrad reviews (6 coursework modules)
June 2013: coursework Masters. Gerda to let us know when. PRR = to be appointed
Faculty-wide Postgrad reviews (research) 23 – 26 Sept 2013: research Masters (Gerda Lubbe = SER writer) PRR = to be appointed
Construction Management
Professional council visit conducted 23 – 27 July 2012
Quality and Operations Management
ND Management Services; ND Operations Man; Two panels (??)
1st week Oct 2013 (Gerda to confirm) SER
writer: Gerda Lubbe
Electrical Technology Professional council
BIng ECSA
Town and Regional Planning
Professional council in 2013.
Faculty of Law
LLM International Law 2012
Module reviews in 2011 2011
LLB (national review) 2015
Reviews in faculty
LLM Human Rights (HoD = J Calitz) Not scheduled
Research M and Ds Not scheduled
Only 1 non-subs (Prof Dawie de Villiers = responsible)
Faculty of Health Sciences
Somatology ND Somatology End May 2012
Sport Management ND Sport Management Not scheduled yet
Nursing BCur 18 – 20 June 2013 PRR writer = Leonie
Biokinetics Late April
Biomedical Technology
2nd
semester
Homeopathy
MTech Homeopathy (incl. modules from Dip and BTech)
Not scheduled yet
Chiropractic
Environmental Health May/June 2013
Depts of Optometry, Biokinetics and Nursing
Review scheduling
FEFS
Economics and Econometrics (MV & DW)
BCom Economics and Econometrics; Bridging Programme in Economics (NSWP); Advanced Diploma in Economics (taken out?); Diploma in Banking (modules)
25 – 27 Sept 2013 PRR writer = Ronnie
All postgraduate programmes Oct/Nov 2013
Financial and Investment Management
MCom Financial Management (coursework) (MV)
May 2013
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Department Programme(s) Site visit
MCom Financial Management (research); MCom Investment Management (research); PhD Finance; DCom Financial Management; DCom Investment Management (MV)
Oct/Nov 2013
Bridging Programme in Financial Management; Certificate in Financial Management; Diploma in Investment Analysis and Portfolio Management (NSWPs) (DW)
End July 2013
BCom Hons Property Valuation and Management
Prof council review
CIMA stand-alone SLPs Prof council review
Commercial Accounting: (MV & DW)
Module reviews: Cost and Financial Management 1A&1B; Financial Accounting 1A&1B
20 June 2012
Commercial Accounting (DW)
Module reviews: Cost and Financial Management; Financial Accounting; Auditing and Internal Control; Applied Accounting Skills; Costing and Estimating
20 – 21 June 2013 PRR writer = Esther Chair = George
Programme in Commercial Accounting (SLP)
Sept 2013
Accounting (MV & DW)
Reviews in dept Site visit May 2013. Professional council visit in 2014.
Certificate in Corporate Governance (SLP)
Departmental process
BCom Hons (Accounting); BCom Hons (Tax); BCom Hons (Internal Auditing);
Not scheduled yet. PRR writer = Esther
Advanced Diploma in Accountancy; Bridging programme in Accountancy (NSWP)
Not scheduled yet. PRR writer = Esther
Table: Reviews in Academic Development, Service and Support Divisions (April 2013)
Division Unit Site visit
Academic Development and Support (IP)
ADC 6 – 9 March 2012
PsyCAD 9 – 13 May 2011
Expenditure (MV) Whole division 15 – 17 August 2012
Human Resources (MV)
Whole division Sept recess 2013
ICS (IP)
AVU 2013
Computer labs
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Division Unit Site visit
Institutional advancement (MV)
Student marketing Postponed till 2013
Occupational health (IP)
End 2011
Research and innovation (HG)
Research office End 1st semester 2013
Student affairs (IP)
Student accommodation and residence life
19 – 24 May 2013 PRR = Rita
Operations (IP & HG)
Protection Services (IP) Not scheduled yet
Transportation Services (HG) 20 – 22 Nov 2013 SER writer = Rita PRR = Lyn (tbc)
IOHA (Institutional Office for HIV and AIDS) (HG & DW)
16 – 18 Oct 2013 SER writer = Lyn; PRR writer = Leonie.
Table: Faculty reviews:
Faculty Site visit Progress
Humanities 12-16 Aug 2013 17 Jan 2013: Faculty Review Management Committee meeting (with A. Habib as chair) to discuss progress. 13 March 2013
Health Sciences 2-5 Sept 2013 17 Jan 2013: Faculty Review Management Committee meeting (with A. Habib as chair) to discuss progress. 20 March 2013: discuss faculty review 15 April 2013: discuss faculty review
The following progress has been made with the achievement of the UQP goal on sustaining,
supporting and improving the UJ Quality Promotion System:
Table: Supporting the UJ Quality Promotion System
Performance indicators
Progress towards targets
a) UJ Quality Progress
Report.
The second UJ Progress Report was approved by the
MEC in March 2013 and submitted to the HEQC by the
end of March 2013.
b) Implementation of the UJ Quality Promotion Plan
A report on the implementation in 2012 was presented to the STLC as a PPT presentation, while a full written report was submitted and presented to the ELG. Key commendations and recommendations w.r.t. programmes were reported.
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c) Finalise the Quality
Framework for Non-
subsidised Programmes
for approval by the MEC
and/or Senate.
(i) The Framework was reworked as a policy with
separate procedures (by the Dean of the Faculty
of Law) and submitted to MECA for approval. It
was decided that one document should be
developed and that the outstanding issues should
be addressed by a task team with the DVC:
Planning as chairperson.
(ii) A proposal on the HEQSF alignment of non-
subsidised whole programmes has been
developed and submitted to MECA for approval in
April 2013.
d) Develop a set of
guidelines for UJ
academic and support
staff on the
implementation of RPL.
The RPL Task Team (with Prof De Kadt as chairperson)
has met twice so far to finalise the guidelines for the
students (developed by Prof Von Warmelo). Once this
has been done, the guidelines for UJ staff will be
finalised.
e) Oversee and guide the
development of a
framework for student
involvement in quality
promotion.
(i) One UQP staff member (Mr Vongo) is exploring the
topic. He presented a workshop on the topic to the
Garmin Group (an inter-institutional discussion forum
for staff in quality offices at SA universities) in
February 2013.
(ii) He will attend a conference in Glasgow, Scotland in
June – one of the conference themes is student
involvement in quality enhancement. He will also
meet individuals from Scottish and British universities
to explore the topic further.
(iii) He is also working on his PhD (on the same topic)
with Prof Gerrie Jacobs as supervisor.
f) Oversee and guide
research on the roles,
criteria, etc. of relevant
professional councils
with a view to develop a
UJ protocol for
professional council
visits.
An initial list of professional councils has been drawn up.
Permission from the Registrar has been obtained to
collect more information from the faculties, e.g. on the
status of the council/statutory body, purpose of campus
visits, etc. Dragana Weistra will collect additional
information from the faculties.
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g) Faculty reviews The UQP provide support with the two faculty reviews
planned for 2013, namely the Faculty of Humanities and
the Faculty of Health Sciences. The Faculty Review
Management Committee has met twice so far, and the
two staff members involved in these reviews (i.e. Ina
Pretorius and Hester Geyser) have met twice with the
Faculty of Health Sciences to discuss the process, etc.
h) Sustained and
committed participation
in UJ committees and
structures, i.e. the
STLC, Faculty Quality
Discussion Forum,
Division Quality
Discussion Forum,
Community
Engagement
Committee, Faculty of
Humanities Quality
Committee , UJ Quality
Conferences, PWG,
RPL Task Team, WIL
Task Team, CE
Advisory Board.
UQP staff members are members of all these
committees - attend meetings regularly and provide
support as required:
The following meetings were organised and conducted
by the UQP:
(i) Faculty Quality Discussion Forum met on 12 March
2013. A number of quality-related matters were
discussed, e.g. HEQSF alignment of programmes,
including non-subsidised programmes; programme
reviews, etc.
i) Monitor and support the
submission of
improvement plans and
progress reports to the
STLC and other
committees (according
to the reporting lines).
Preparation of improvement plans has been identified as
one of the potential risk areas. Prof Geyser and the
relevant Faculty contact persons in UQP will provide
support, but also serve as critical readers before these
plans are approved in the faculty.
j) Benchmarking UJ
Quality system;
contributing to
external/national higher
education structures,
associations and
forums, e.g. HEQC,
SAAIR, international
conferences, GARMIN
(i) Two UQP delegates attended the CHE Quality
Assurance Forum. The workshop focussed on the 2nd
cycle of audits; the national review of social work;
and an update on the HEQSF.
(ii) On February 2013 UJ hosted the Garmin Group.
Institutions which attended were NMMU, NWU, UFS,
UCT, SU and UJ. On the first day, the discussions
centred on Student engagement in quality processes.
The attendance of three members of UJ’s SRC was
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Group, etc.
especially encouraging: we hope to follow-up on the
contacts made. On the second day, Challenges
encountered during the peer review process was
discussed. All attendees participated and shared
challenges as well as best practice. Feedback from
other participants confirmed UJ’s perception that the
Discussion Group was worthwhile and very
informative.
(iii) ESA/SA-EU QA Colloquium on 3-5 April in
Stellenbosch. Main these, the roles of quality
managers and the shift in focus from QA to QE of
teaching and learning. (A report has served at the R-
Exco of April 2013).
k) Contribute to an
increasing focus on
scholarly engagement,
involvement and
outputs.
The UQP has held a strategic breakaway and conducted
a SWOT analysis in February 2013. A follow-up session
is scheduled for April; combined with a reflection on
insights gained during the Garmin group and the HESA
conference. One of the goals is to identify a relevant
research project for the office.
l) Oversee and support
the implementation of
the MoU with Edge Hill
University.
Ina Pretorius serves as the UJ contact person. A quick
survey by the Registrar indicated that the Faculty of
Health Sciences will be continuing interactions and
collaborations with EHU in 2013.
The following progress has been made with the achievement of UQP goal on the
enhancement and contribution to the effective functioning of the Unit for Quality Promotion:
Table: Effective functioning of the UQP
Performance indicators
Progress towards targets
a) Provide effective
leadership and
management of the
human resources of the
Unit to optimise the
Unit’s core functions.
(i) Monthly staff meetings are held with a formal agenda
and minutes (decision register) of the previous
meeting.
(ii) Monthly updating of the UQP Tracking System (by all
staff members, but managed by Dragana Weistra) is
undertaken. This is an important tool in HR
management in the UQP.
(iii) Similarly, Ina Pretorius is responsible for the
management of peer review report writers.
(iv) Dragana is responsible for overseeing the three
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student assistants (2 for UQP and 1 for DIPEM) and a
set of guidelines and allocation of responsibilities have
been developed in consultation with DIPEM.
(v) Dragana Weistra plans to take maternity leave from
June. The UQP is discussing the appointment of a
temporary replacement cum research assistant in the
Unit.
b) Provide effective
leadership and
management of financial
resources of the Unit to
optimise the Unit’s core
functions by limiting
budget variance
expenditure to not more
c) than 5%; keeping capital
expenditure within
budget, and by
complying with the
institutional indicator on
encumbrances
transferred to next year.
Monthly staff meetings are held with a formal agenda and
minutes (decision register) of the previous meeting. A
standing item on the agendas of these meetings is the
financial record of the Unit’s expenses, management of
financial resources, etc. Violet Pienaar is responsible for
financial administration in the Unit.
d) Provide effective
leadership and
management of
infrastructural resources
of the Unit to optimise
the Unit’s core functions.
On-going. This is also a standing item on the UQP
agendas for the monthly meetings.
e) Develop a culture of
performance by
implementing the UJ
Performance Contract
system in the Unit.
Performance contracts have been drawn up. Individual
meetings with the staff members have to be done in April
2013.
f) Oversee and contribute
to activities that address
the professional
development, wellness
and overall resilience of
the UQP staff.
Wellness and transformation activities have been
combined and a combined program for UQP and DIPEM
developed and approved by the UQP. These include:
(i) Birthday celebrations, baby showers and cultural
celebrations.
(ii) All the UQP staff attended the UJ Staff day on 20
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g) Increase participation in
cultural integration
activities to at least two
(institutional/ UQP)
events.
March 2013 on SWC. The Unit played an
instrumental role in the development of the
Registrar’s poster, depicting one of the UJ values.
h) Establish an open and
conducive climate, e.g.
via periodic
brainstorming and self-
reflection sessions.
One break-away session was held in January and
included a SWOT analysis of the office. The follow-up
activities, combined with a reflection on insights gained
during the Garmin Group and the HESA colloquium will be
done to decide on the way forward.
i) Liaise with partners in
the support sector of the
University and external
role players.
Closer collaboration with DIPEM was done in the
development of the proposal of the HEQSF alignment of
non-subsidised whole programmes, as well as the first
meeting of the Quality Discussion Forum for Faculties.
j) Oversee and guide the
development and
regular updating of a
website for the UQP.
Dragana Weistra has developed the UQP website in
February 2013. Further updating, as needed, will also be
undertaken by Dragana.
k) Oversee and support
the development and
regular updating of a
tracking system for the
UQP.
One UQP staff member, Dragana Weistra, is responsible
for the regular updating of the UQP Tracking System.
Regular meetings are held with UQP staff members to
achieve this.
l) Oversee the
management of the
student assistants in
UQP.
One staff member in the UQP has taken on this
responsibility. See staff organogram below.
5. RESOURCE MANAGEMENT
5.1 Human Resources
The UQP consists of five staff members and two student assistants. All five staff members
have permanent appointments.
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Figure: UQP organogram
As far as gender is concerned, the UQP staff component (including student-assistants)
consists of:
Males: 1 (29%)
Females: 6 (71%).
REGISTRAR
UNIT FOR QUALITY PROMOTION
HEAD: UQP
Prof Hester Geyser
EXECUTIVE SECRETARY
Ms Violet Pienaar
COORDINATOR: QUALITY PROMOTION
Mr Mthu Vongo
COORDINATOR: QUALITY PROMOTION
Ms Ina Pretorius
FACILITATOR: QUALITY PROMOTION
Ms Dragana Weistra
STUDENT ASSISTANTS
Ms Zanele Mtwecu
Ms Andile Ngobese
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In terms of race, the staff component consists of:
African: 3 (14%)
White: 4 (86%).
The UQP organises regular in-house capacity development opportunities for its own staff. The
following opportunities have been scheduled for April-May:
(i) Curriculum design
(ii) Interactive Qualitative Analysis Research Methodology.
Development opportunities external to the UJ were also utilised. See Stakeholder
Engagement (at national level) below.
5.2 Financial Management
In UQP, the secretary, Ms Violet Pienaar, provides support w.r.t. procurement, payments, and
related financial transactions. All purchases are discussed in the Unit. The financial
statements are included in all the agendas for staff meetings.
6. STAKEHOLDER ENGAGEMENT
6.1 National Involvement
National engagement includes attendance of/visits to:
(i) A small inter-institutional quality discussion forum (the Garmin Group) – UJ hosted the
event in February 2013. Twelve persons attended (see (j) on benchmarking above).
(ii) A CHE Quality Assurance Forum attended by Mthu Vongo and Dragana Weistra on 18
March 2013.
(iii) A HESA/SA-EU QA Colloquium from 3-5 April in Stellenbosch.
6.2 Internal Engagement
Within UJ, staff members of UQP were involved in the following engagement activities:
(i) One Quality Discussion Forum was held on 12 March, attended by 20 persons from 7 faculties.
A number of quality-related matters were discussed, e.g. HEQSF alignment of
programmes, including non-subsidised programmes; programme reviews, etc.
(ii) UQP members serve on a number of UJ committees, task teams and working groups
such as the STLC, the PWG, CEAB, the RPL working group and the WIL working
group.
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7. ENVIRONMENTAL SUSTAINABILITY
The use of paperless meetings has been cascaded down within the institution and UQP staff
members are being encouraged to implement paperless meetings.
Environmental sustainability efforts include full support of UJ’s waste management and
recycling initiatives by recycling paper, limiting printing to both sides and switching off lights at
night.
8. LEADERSHIP FOOTPRINT
Internally, the UQP provides leadership/expertise in a number of areas, such as:
(i) The development of the document, Quality management of Continuing and
Professional Development Programmes in collaboration with a staff member from
DIPEM.
(ii) A set of guidelines for academics/staff on the implementation of RPL in faculties.
(iii) The development of a framework for student engagement in quality promotion (in
process).
(iv) The development (in consultation with UJ staff members) of the UJ Progress Report II
(in response to the UJ Improvement Plan) and the identification of follow-up activities.
(v) The faculty reviews to be conducted in 2013, especially with the site visits, SER
development, etc.
9. CONCLUSION AND THE WAY FORWARD
The flexibility of the UJ Quality Plan, combined with the decision to review all programmes by
2015, poses an on-going challenge to the UQP: customising support for the different kinds of
reviews (e.g. module reviews, combined programme and departmental reviews, non-
subsidised programmes, etc.) and keeping track of the progress in faculties and in the service
and support units are on-going challenges. The UQP remains responsible for the
custodianship of the quality review processes. Regular communication with the faculties,
more specifically HoDs, as a way to address this concern, was initiated in 2012 and must be
continued and extended in 2013.
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