Operations Manual: Roles and Responsibilities

for the Franchise Partnership between

York St John University (the University)

and

[insert name of partner]

[insert academic year]

Checklist of responsibilities:

The Partner	YSJU
local management	provide	approve
Liaison	provide	provide
Programme Team members	recruit; recommend	approve
academic tutor	provide	approve
staff induction and development	provide	provide
potential students	recruit
student admission documentation	obtain
IELTS score	provide
student admission decisions	recommend	approve
admission offer letters	provide
student admission data	provide	issue student id
student induction	provide	assure
programme and student handbooks	customise	assure
electronic student record	input	input, assure
Assessment	operate, report	assure
external examiners	appoint, liaise
learning materials	Customise as required	Provide,
physical learning resources	provide	assure
Library and IT facilities	Provide	provide, assure
student services	Provide	Provide and assure
publicity and marketing materials	write, submit	approve
transcript	provide
certificate	provide

Contents

1	Introduction	4

2	University and Programme documentation	4

3	Management of the partnership	4

4	Academic Provision	5

5	Roles and Responsibilities	6

1	Introduction

The purpose of this Operations Manual is to define the respective roles and responsibilities of York St John University (“YSJU”, “the University”) and The Partner (“The Partner”) in managing the successful delivery of the programmes approved by YSJU for delivery by The Partner that are listed in Schedule 1 of the Franchise Partnership Agreement.

It sets out the process for the management of the collaborative partnership and programme delivery. The tables outline the roles and responsibilities of each organisation, reflecting the Partnership Agreement which governs this collaboration.

2	University and Programme Documentation

The Operations Manual is not intended as an exhaustive statement of the relationship or of the rules and regulations governing the programme. It must be read in conjunction with University and programme documentation, including:

Partnership Agreement between YSJU and The Partner setting out the formal conditions of the Partnership

the University’s academic regulations: https://www.yorksj.ac.uk/registry/regulations/

other specific policies and provisions including those governing the programme, in particular the assessment procedures: https://www.yorksj.ac.uk/staff/documents-and-policies/ and https://www.yorksj.ac.uk/ssr/policies-and-regulations-/

Programme Specific Documentation including:

the Programme Specification

Module Descriptors

All YSJU documents are available from the YSJU website through the Quality Gateway “Partnerships” link:

http://www.yorksj.ac.uk/qg/the-quality-gateway.aspx

Partnership specific documents at:

https://www.yorksj.ac.uk/registry/quality-gateway/collaborative-provision/

3	Management of the Partnership

To optimise effective communications it is important that appropriate mechanisms are in place for contacting relevant staff and to resolve issues in a timely manner.

A Collaborative Programme Representative (CPR) will act as the initial contact person in exercising YSJU’s responsibilities for oversight of academic standards and the student experience on programmes. The CPR will facilitate contact with other staff at YSJU as appropriate and act as the liaison between the Subject Director (YSJU) and the Partner Programme Manager.

The Partner will specify nominated contacts, normally the Partner Programme Manager, to act as the liaison person on behalf of the partner in respect of the programme covered by the Partnership Agreement. The Partner Programme Manager will be responsible for the local management of the programme at The Partner and the students’ overall learning experience.

4	Academic provision

The agreed programme(s), as listed in the Partnership Agreement Schedule 1 and defined by the relevant programme specification and module documents approved by YSJU, will be offered at The Partner.

The Partner is responsible for the local management of the programme and the delivery of the student experience for students enrolled on the programme.

The programme will be taught and assessed entirely in English.

The Partner must not deliver the programme at any other premises without the prior written consent of YSJU, either as additional to or in substitution for those listed in the Partnership Agreement Schedule 2.

5	Overview of Roles and Responsibilities: Franchise

5.1 Collaborative Partnership Roles and Responsibilities: Franchise

York St John University will:	York St John Collaborative Programme Representative (CPR) will:	The Partner will:	Partner Programme Manager (or equivalent) appointed by the Partner will:	links to other documentation
Oversight of Partnership	Report on the quality of the Partnership through the School Annual Monitoring Report	In consultation Registry: Quality ensure that all collaborative and programme approvals have been completed prior to delivery of the programme(s)	Update YSJU on any material changes likely to affect the Partnership Agreement, including change of staff, organisational changes, including title, legal status or financial arrangements	Quality Gateway: Monitoring Collaborative Provision
Programme Development	Consider requests to adopt additional YSJU validated programmes once the collaborative partnership is operative	Support Partner in completion of Additional Programme Proposal form & submit to Admin Support for approval by School Management Group (SMG) and submission to Registry: Quality.	Discuss aspirations for adopting additional YSJU programmes with CPR
Programme or Module Amendments NB: no amendments may be made to the programme or modules without the approval of YSJU	To discuss and approve any amendments to the programme or module documents	Working with the partner in the completion of the necessary processes for programme / module amendments in line with the School Quality Panel (SQP) and Quality & Standards Committee (QSC) schedule and ensure that these have been formally approved prior to delivery	Ensure that any proposed amendments to the validated programme or modules are submitted to YSJU for approval within an agreed schedule in consultation with CPR	Identify any programme amendments and liaise with CPR to prepare required documentation to SQP and QSC schedule prior to delivery	Quality Gateway: Programme Design and Amendment
Regulations	Inform Partners of Regulations and update partner of any material changes. Provide links to the relevant sections of the University website	With support from Subject Director (SD) & Dean/Deputy Dean (DD), interpret for the Partner, as necessary, YSJU’s Regulatory Framework as it applies to the collaborative provision	Adhere to all the University’s regulations in relation to Assessment; Equality; Disability; Academic Misconduct; Complaints and Appeals;	Ensure that university regulations are adhered to in the development of local policies and procedures; Ensure students have access to local and university documentation	Policies and Regulations
Policies	Inform Partner of Policies and update partner of any material changes. Provide links to the relevant sections of the University website	With support from SD & DD, support the Partner in applying policies appropriate to the partner’s context	Adhere to all the university’s policies in relation to penalties; late work; summative assessment processes; marking schedules; reasonable adjustment; exceptional circumstances; over-length work	Ensure students have access to university documentation	Policies and Regulations
Procedures	Inform Partner of procedures and update partner of any material changes	Provide programme documentation Support the Partner in the local implementation of procedures, documenting agreed local practices	Implement programme procedures as outlined in the programme documentation	Ensure students have access to local documentation
Resources: Staffing and Associate Tutors	QSC to note approval of Associate Tutors by SQP	To support the Partner in the recruitment of appropriate staff, if required To secure the approval of Associate Tutors by SQP prior to engagement with the programme	The appointment of appropriately qualified staff (who will normally have achieved a level 7 award) with appropriate subject knowledge and appropriate teaching experience.	Ensure that Associate Tutor CVs are submitted to School Admin Unit at least 3 months prior to teaching on the Programme
Resources: Staffing for Management of the Programme	Identify a Programme Leader (or equivalent) and a Programme team for the delivery of (each of) the Programme(s)
Resources: Staff Induction and Development	Inform Partners of University, School and other staff development opportunities Work with the partner to develop staff induction materials	Liaise with the Partner to continually update the induction materials in response to issues arising from on-going monitoring and evaluation.	Ensure that staff induction materials are made available to all staff and are reviewed annually	Staff Development
Resources: Academic related and Admin Staff	To arrange for appropriate support from YSJU administrator(s) in setting up administrative systems. Where appropriate, an administrative staff development training session may be arranged	Ensure that programme related academic and administrative staff carry out their responsibilities effectively	To liaise with the CPR and the Partner Administrative team to ensure that administrative processes are effectively completed in a timely manner
Resources: Venue NB: only premises approved by YSJU may be utilised for delivery by the Partner	Approve venue	Monitor venue(s) and discuss with Partner & notify SQP of any potential issues	Notify YSJU of any intention to consider a different or additional venue at least 4 months in advance
Resources: Facilities	Approve facilities for teaching and learning and student support offered by the Partner Organisation and confirm that they are suitable for the delivery of the Programme via the SQP.	Monitor and report to SQP on the continued adequacy of the online campus for delivery of the programme(s)	The provision of appropriate teaching accommodation, learning resources and equipment for the delivery of Programme.
Resources: Library / VLE	Information Services support (providing any agreed access to the YSJU library services as documented in the Partnership Agreement) via Information Learning Services.	Monitor and report to SQP on the continued adequacy of resources for delivery of the programme(s)	Ensure that resources are regularly updated and reported in the Annual Monitoring Report
Marketing NB: All marketing materials in all media platforms making reference to YSJU must be approved by YSJU prior to publication	Support the development of and approve publicity and marketing material in line with University guidelines.	Ensure the annual approval of Partner Marketing materials by YSJU Director of Marketing & Communications or nominee	Ensure that all marketing materials have been approved by YSJU Marketing & Communications Department prior to use and annually Provide local and/or national promotion of the programme as appropriate
Quality Assurance: oversight of the collaborative partnership	With SD and DD/D, support the Partner on all matters relating to approval, monitoring, and review procedures for the collaborative provision to assure the quality of the student experience. Any concerns will be discussed with the Partner and reported to SQP	Ensure the high quality of the overall student experience on the Programme(s). Notify the CPR of any concerns and discuss how these will be addressed. Develop and submit to SQP an Action Plan if appropriate or requested by SQP	Monitor all aspects of provision and discuss any issues with the CPR at an early stage to facilitate appropriate actions	Monitoring Collaborative Provision
Quality Assurance: oversight of the programme	Assure itself of the quality of Programme delivery and the effectiveness of assessment and quality assurance procedures through the appointment of a CPR who will be a member of the School responsible for the subject area to which the validated programme belongs and an External Examiner.	Report regularly to SQP on the collaborative arrangements and to immediately inform the SQP of any concerns regarding the partnership. The SQP may require an Action Plan to be developed with the Partner, which will be monitored by SQP. SQP may report to QSC if there are any serious concerns	Notify the CPR of any concerns and discuss how these will be addressed. Develop and submit to SQP an Action Plan if appropriate or requested by SQP	Monitoring Collaborative Provision
Quality Assurance: programme amendments	Provide a schedule and ensure the Partner understands the time frame for partnership reviews, partnership renewals, periodic programme reviews and re-validation events as appropriate
Quality Assurance: Annual Reporting	Engage the Partner in the Annual Monitoring Report process in order to evaluate the programme and the management of the partnership	Liaise with the Partner to review the delivery of the programme and the management of the Partnership, reporting to SQP in the Annual Monitoring cycle.	Liaise with the CPR to complete the AMR process, and identify any issues for action in relation to the management of the Partnership and/or the programme	Liaise with the CPR and facilitate access to module and programme evaluation outcomes; contribute to the evaluation of the provision and identify actions for future development	Monitoring Collaborative Provision
Assessment: External Examiner Appointment	Approve and appoint external examiner(s) for the Programme(s) via SQP and approved by QSC	Secure appropriate nomination(s) for the role of External Examiner for the programme(s). Liaise with the External Examiner(s) regarding the academic standards of the programme(s)

5.2 Programme Delivery Roles and Responsibilities: Franchise

York St John University will:	York St John CPR will:	YSJ Admissions/ School	The Partner will:	Partner Programme Manager will:	links to other documentation
Admission: Admission Criteria and Recruitment	Be responsible for Admissions Decisions	Liaise with Admissions to consider those applications that fall outside normal parameters.	Review and (normally) approve applications which have been counter-signed by the Partner. Secure appropriate procedures for managing applications, interviews and make recommendations for admission to YSJU in line with the admissions criteria in the Programme Specification	Secure appropriate procedures for managing applications, interviews and make recommendations for admission to YSJU in line with the admissions criteria in the Programme Specification	Recommend students for the programme	Admissions
Admission: Application Form	Provide link to on-line application form	Provide prospective students with link to YSJU application form, and details about Centre to be included in the form.	Online Application Guide
Admission: student registration	Facilitate local student enrolment on the programme and modules assigned and submit data to YSJU by the end of second week of the month in which the programme starts. Confirm student identify - submit record of staff signed photocopy of student’s passport or driving licence
APL / APEL	APL is available through normal entry procedures.	Liaise with SD to support the Partner in identifying and submitting appropriate APL applications for consideration by SQP Liaise with DD and Partner to agree appropriate timescale for application and approval prior to the student starting on the programme Make initial assessment of APL applications and submit recommendation and relevant supporting documentation to SQP	Identify when a student may be eligible for APL Liaise with the CPR to document evidence and complete APL application Submit applications in a timely manner to ensure they are processed prior to the student’s registration on the programme	Student Related University Policies
Student Induction	Support the Partner in planning appropriate induction for students	To ensure students receive appropriate induction to their programme	Provide induction for new students, including study skills.
Programme Delivery	Ensure programme delivery and documentation is accurate and in keeping with the validated documentation. Maintain regular contact with the Partner so as to exercise appropriate oversight, on behalf of the University, of the organisation of learning, teaching and assessment and the quality of the overall student experience on the approved programme. Provide exemplars of documentation for the Partner	In consultation with the CPR Co-ordinate local delivery programme(s) Agree a schedule for the delivery of modules Agree any amendments to module assessment titles Agree a session on learning outcomes, student preparation and follow up; assessment submission dates Oversee module planning; plan the programme schedule for the department and oversee the module planning; Oversee and coordinate teaching, tutorials, academic tutor schedules and assessment and/or examination timetables;
Programme Schedule	Publish a programme schedule showing term dates; module dates; assessment dates; assessment panel dates
Student Module Registration	Implement appropriate and accountable systems for tracking student module registrations to secure completion within validated time-scales for the completion of the programme	In consultation with the CPR Ensure students have a coherent programme of modules to secure completion within the validated time-scales for the completion of the programme
Teaching and Learning	Support the planning of learning and teaching to ensure that partners are employing student centred learning strategies integrating high quality academic resources appropriate to HE, providing appropriate staff development	Liaise with the CPR to support the Programme team in engaging in relevant research and scholarly activity and in the employment of appropriate learning and teaching strategies for the level of study, arranging staff development as appropriate	Oversee the learning and teaching on the modules; Liaise with the CPR to support and enhance the learning and teaching strategies and effective use of resources
Teaching and Learning: Independent Learning Modules / Dissertations / Research Projects	Establish transparent procedures and timescales for the approval of titles, allocation of dissertation / ILU supervisors, second markers and ethical clearance	Support students in the completion of the relevant forms and their timely submission.
Assessment	Assure the arrangements for assessment of the Programme(s) to be delivered at the Partner Organisation	Document and secure the implementation of the operation of agreed procedures for the assessment of students and quality assurance of the programme and subsequent reporting of the results of these processes to the University	Plan and co-ordinate examinations and assessments to ensure compliance with YSJU assessment regulations e.g. arrange room setup, organise trained invigilators, prepare answer scripts and invigilation timetable;	Support local tutors in the management of assessment processes and deadlines	Regulations Student Related Policies on Assessment
Assessment: Marking, Summative assessment procedures and Assessment Panel Schedule	Support the Partner in the development of a schedule to ensure all aspects of the Assessment Process can be completed and reported to the Board of Examiners by the specified date	Liaise with the CPR to develop an assessment schedule	Plan and support colleagues in the implementation of the assessment schedule
Assessment: Marking	Support the Partner, through staff development where appropriate, in the application of the appropriate (School) assessment criteria and appropriateness of supportive, developmental feedback Plan and co-ordinate examinations and assessments to ensure compliance with YSJU assessment regulations e.g. arrange room setup, organise trained invigilators, prepare answer scripts and invigilation timetable;	Ensure that feedback is supportive and developmental and that the marks awarded reflect the comments and the assessment criteria
Assessment: Summative assessment procedures	Establish appropriate summative assessment procedures and schedules in line with University guidelines Where feasible, Partners should be engaged in the summative assessment procedures process	Ensure that all student work is available to the summative assessment procedures teams Engage with the summative assessment procedures process as agreed with the CPR
Assessment: External Examiner Role	Appointment and payment of the External Examiner; Receipt and review of External Examiner Report; Formal response to the External Examiner	Nominate an External Examiner to YSJU for approval; Liaise with External Examiner in respect of: approval of assessed work prior to publication for students, review of samples of work and mark lists and attendance at Assessment Panels	Arrange for all student work to be available to the Programme Administrator by the scheduled date Attend the Subject Assessment Panel (SAP)	External Examiners
Assessment: Extensions and Exceptional Circumstances	Document and support the Partner in the local implementation of the University Policy and School Procedures	Implement and monitor the Exceptional Circumstances procedures
Assessment: Assessment Panels	Approve marks and profiles for submission to Board of Examiners for Progress & Award	Arrange and attend Assessment Panels in line with university policy and schedules	Attend SAPs by Skype
Assessment: Board of Examiners for Progress & Award	Ratify marks and award profiles	Not release award results until these have been communicated to students by Registry
Student Support: Academic Tutor	Where appropriate: oversee students’ welfare when on residencies in York and to ensure that staff provide adequate pastoral care to students secure a conducive environment for students Refer students to appropriate internal or local counselling or support facilities where appropriate	Support the Partner in the development of an appropriate local academic tutor system Monitor and report to SQP on the continued adequacy student support	Provide an academic tutor to support students on YSJU awards Document, implement and publish the academic tutor system arrangements for students	Oversee students’ welfare and to ensure that staff provide adequate pastoral care to students secure a conducive environment for students Refer students to appropriate internal or local counselling or support facilities where appropriate	Student Services
Student Support: Student Engagement	Document and support the Partner in implementing procedures for students who are not engaging in the programme, including Case Consultation and Standards Review	To ensure that local customs for dealing with non-engagement are adequately interfaced with the YSJ mechanisms	Promptly implement support mechanisms for students who are not engaging in the programme
Student Support: Academic Misconduct, Complaints and Appeals	In consultation with the SD advise, in compliance with YSJU procedures, on student appeals, complaints, exceptional circumstances, and academic misconduct	Handle queries/complaints from students where appropriate; Liaise with the CPR at an early stage in respect of any incidences of Academic Misconduct, Complaints or Appeals. Ensure that all processes are clearly documented and available to the University in the event of an appeal being received by the Vice Chancellor	Academic Misconduct Appeals and Complaints
Award / Transcript	The provision of certificates and transcripts, for students who are successful in a programme of study that leads to the award offered under the Partnership Agreement via Registry.
References	Arrange for the provision of academic references

Date agreed with partner: