Chapter 6a - Guidelines and Procedures for Annual Reporting on Centre for English and Additional Languages (CEAL)/Chinese Language Education and Assessment Centre (CLEAC) Courses
| 6.1 | Objectives | |
| Course offerings of CEAL/CLEAC are reviewed annually to ensure that the Board of CEAL/CLEAC systematically analyses pertinent information and identifies areas where improvements are necessary or desirable in order to enhance the quality of the course offerings. On the basis of available evidence, the review will also assess whether the courses have been successfully operated and have worked towards achieving the overall desired aims and learning outcomes of the Centre’s course offerings in the past year. | ||
| 6.2 | Roles | |
| 6.2.1 | Head of CEAL/CLEAC | |
(a) (b) | The Head is responsible for managing the on-going academic review and development of the course offerings. | |
| (c) | He/She is also responsible for ensuring that comments or advice made by the Centre’s Board and the Academic Quality Assurance Committee for Undergraduate Programmes (AQAC) are taken into consideration in revising the Report. | |
| 6.2.2 | Board of CEAL/CLEAC | |
| The Board considers the draft Annual Report, reviews critically the operation of the course offerings and considers any proposed changes. | ||
| 6.2.3 | Faculty Board | |
| The Faculty Board should ensure that the Report complies with the requirements in the University’s relevant guidelines, contains critical analysis and evidence-based commentary, and that the Centre has made appropriate development and changes. The Faculty Board should also provide comments or advice (if any) on the action plan in the Report. | ||
| 6.2.4 | Academic Quality Assurance Committee for Undergraduate Programmes | |
| In considering the Report, the AQAC shall ascertain whether the objectives of the review as mentioned in 6.1 have been achieved and whether relevant issues are being properly addressed. | ||
| 6.2.5 | Senate | |
| The Report approved by the AQAC shall be submitted to the Senate for its noting. | ||
| 6.3 | Procedures and Timing | |
Information Technology Services Centre provides the term-end Course Teaching and Learning Evaluation (CTLE) reports to Head of CEAL/CLEAC | around mid-January (for 1st Term) and around mid-June (for 2nd Term) | ||
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External Academic Adviser submits annual report to the President which is copied to the Head of CEAL/CLEAC | by 1 July | ||
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Centre for Innovative Teaching and Learning (CITAL) provides First Year (FirstYSLES) and Final Year Student Learning Experience Survey (FinalYSLES) Reports to Head of CEAL/CLEAC | by August | ||
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CITAL provides Employer and Alumni Survey Reports to Head of CEAL/CLEAC (biennially) | by August | ||
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Registry issues a reminder to the Centres on submission of the Annual Report (with a clear time frame) | in early September | ||
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Head of CEAL/CLEAC concerned drafts the Annual Report | by end of October | ||
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Board of CEAL/CLEAC meets to consider the draft Report | by mid November | ||
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Faculty Board reviews and endorses the draft Report | by early December | ||
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Head of CEAL/CLEAC submits the endorsed Report to AQAC | by end of December | ||
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AQAC considers and approves the Report as appropriate | in February/March | ||
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Senate notes the approved Report | in March/April | ||
| [Note: | A copy of the Report should be sent to members of Advisory Board concerned for their information.] | ||
| 6.4 | Contents of the Annual Report | ||
| 6.4.1 | The Report should consist of three distinct sections: a cover, the main text and appendices. | ||
| 6.4.2 | Cover | ||
| A cover sheet shown in Appendix A gives summary information of the CEAL/CLEAC, its Board, etc. | |||
| 6.4.3 | Main Text | ||
| (a) | Please refer to the template in Appendix B for the required and suggested content for the main text. | ||
| (b) | Main points to bear in mind in writing the Report are that it shall | ||
| • contain concise critical analysis and evidence-based commentary; • emphasise development and changes that occur during the reporting year and highlight the rationale/justification for such developments/changes; • in major areas, include a reflection on development and achievement during the previous year as well as areas for improvement; and • as a rough guide, the text of the Report should be about 9 to 10 pages in single-line spacing (for the main text only). | |||
| (c) | Sources of Information The Report should draw upon evidence and information from statistical data, which can include student enrollment and examination results; scores in CTLE; comments/suggestions from External Academic Advisers and responses to them; views of students (in particular final year students), graduates, alumni, staff, Advisory Board, employers or relevant professional bodies; comments by review panel, etc., if any. | ||
| 6.4.4 | Appendices | ||
| (a) | SHOULD append data and information reflecting strengths and weaknesses of the CEAL/CLEAC course offerings, including: | ||
| • External Academic Advisers’ Annual Reports (for the reporting year); • response to External Academic Advisers/Advisory Board members after discussion of their views/suggestions at relevant committee(s) (sent during the reporting year, if any, although the views/suggestions can be received for the year before); • reports on surveys to students, final year students/graduates, alumni, employers, etc. undertaken during the year, if any, and the respective Teaching and Learning Data to Action forms (Appendix C), if applicable, for the survey reports; • study on time series data undertaken during the year, if any and as appropriate; • reports on 5-year review and response thereto, if any; • reports on study tours, if any. | |||
| (b) | MAY append relevant parts of the following reports if deemed necessary: | ||
| • enrollment and assessment statistics from Registry#, if any; • staff information including publications, community service, conference attendance or other scholarly activities, etc. | |||
| # The Centres can obtain the grade distribution report from the report server and request Registry to provide examination statistics where necessary. | |||
| (c) | SHOULD NOT append details on CEAL/CLEAC operations/management, such as: | ||
| • reports/views from individual teachers; • minutes/reports of the meetings of the Board of CEAL/CLEAC, Advisory Board; • report on Staff Retreat; • comments of External Academic Advisers on individual examination papers and script marking. | |||