Chapter 6a - Guidelines and Procedures for Annual Programme Reporting for Undergraduate Programmes
| 6.1 | Objectives |
| Each programme is reviewed annually to ensure that the Programme and Curriculum Committee (PCC) or Undergraduate Business Programmes Committee (UBPC) or Department Board for BA programmes offered by departments under the Faculty of Arts systematically analyses pertinent information and identifies areas where improvements are necessary or desirable in order to enhance programme quality and delivery. On the basis of available evidence, the review will also assess whether the programme has been successfully operated and has worked towards achieving its desired aims and learning outcomes in the past year. |
| [Notes: | ||
| 1. | The annual report on the Core Curriculum programme follows this set of guidelines and procedures with some adjustments to details, e.g. admission figures replaced by course enrolment figures, and procedures as detailed in Chapter 11. | |
| 2. | Although Centre for English and Additional Languages (CEAL)/Chinese Language Education and Assessment Centre (CLEAC), Office of Service-Learning, Division of Science and Wong Bing Lai Music and Performing Arts Unit (WBLMP) do not offer undergraduate programmes, each should submit an annual report with reference to a separate set of guidelines customised respectively for CEAL/CLEAC, Service-Learning courses, Division of Science and WBLMP.] | |
| 6.2 | Roles | |
| 6.2.1 | Programme Director (or the Head of Department (HoD) concerned for BA programmes offered by departments under the Faculty of Arts) | |
(a) (b) | The Programme Director or relevant HoD is responsible for managing the on-going academic review and development of the programme. He/She should ensure that the necessary data and information are assembled and that a draft Annual Programme Report is prepared. | |
| (c) | He/She is also responsible for ensuring that comments or advice made by the PCC/UBPC/Department Board and the Academic Quality Assurance Committee for Undergraduate Programmes (AQAC) are taken into consideration in revising the Report. | |
| 6.2.2 | Programme and Curriculum Committee/Undergraduate Business Programmes Committee (or Department Board for BA programmes offered by departments under the Faculty of Art) | |
| The PCC/UBPC/Department Board considers the draft Annual Programme Report, reviews critically the operation of the programme and considers any proposed changes. | ||
| 6.2.3 | Faculty Board (FB)/School Management Board | |
| The Faculty Board/School of Data Science Management Board (SDSMB)/Wu Jieh Yee School of Interdisciplinary Studies Management Board (WJYSISMB) 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 academic unit(s) has/have made appropriate development and changes. The Faculty Board/SDSMB/WJYSISMB 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 | |
| Reports 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 Programme Director/HoD concerned | around mid-January (for 1st Term) and around mid-June (for 2nd Term) | ||
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The Office of Student Affairs provides the Graduate Employment Survey to Programme Director/HoD concerned | by June | ||
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External Academic Adviser (if any) submits annual report to the President which is copied to the Programme Director/HoD concerned | 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 Programme Director/HoD concerned | by August | ||
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CITAL provides Employer and Alumni Survey Reports to Programme Director/HoD concerned (biennially) | by August | ||
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Registry issues a reminder to academic units on submission of the Annual Programme Report (with a clear time frame) | in early September | ||
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Registry and Institutional Research and Branding Office provide statistical data to Programme Director/HoD concerned | in September | ||
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Programme Director/HoD concerned drafts the Annual Programme Report | by end of October | ||
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PCC/UBPC/Department Board meets to discuss the draft Report | by mid-November | ||
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FB/SDSMB/WJYSISMB reviews and endorses the draft Report | by early December | ||
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Programme Director/HoD 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 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 Programme 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 programme, its PCC/UBPC/Department Board, etc., and endorsement/approval by relevant authorities. (Note: Endorsement by the FB/SDSMB/WJYSISMB is not necessary for programmes not offered under a Faculty, the SDS, or the WJYSIS. Necessary adjustments shall be made.) | |||
| 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; • emphasize 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 ways for improvement; and • as a rough guide, be about 10 to 11 pages in single-line spacing (for the main text only) for non-integrated programmes, and about 15 to 17 pages for integrated programmes. | ||
| (c) | Sources of Information The Report should draw upon evidence and information from statistical data, which can include student admissions and examination results; employment statistics; 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 validation/review panel, etc., if any. | |
| 6.4.4 | Appendices | |
| (a) | SHOULD append data and information reflecting programme strengths and weaknesses, including: | |
| • Statistical Report on Criteria for Evaluation of Undergraduate Programmes (a sample is shown in Appendix C); • 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 forms1 (Appendix D), if applicable, for the survey reports; • study on time series data undertaken during the year, if any and as appropriate; • statistics on admissions, examination and others such as those related to Senior Year admittees from Registry; • reports on programme validation or 5-year programme review and response thereto, if any; • reports on study tours, internship programme, international exchange programme, if any. | ||
| (b) | MAY append relevant parts of the following reports if deemed necessary: | |
• employment statistics from Office of Student Affairs, if any; | ||
| (c) | SHOULD NOT append details on programme operations/management, such as: | |
| • reports/views from individual teachers; • minutes/reports of the meetings of the PCC/UBPC, Department Board, Advisory Board, Board of Examiners; • report on Staff Retreat; • comments of External Academic Advisers on individual examination papers and script marking. | ||
1 The Teaching and Learning Data to Action Form aims to highlight some commendations, areas for improvement and some recommended actions to support Departments/Units to consider how best to integrate findings from the data collated as part of future developments. Departments/Units can seek further advice from their dedicated Faculty Liaison from CITAL to help identify thoughts on appropriate actions / timeline to address the areas for improvement indicated.
Guidelines and Procedures for Annual Programme Reporting for Undergraduate Programmes (PDF)
Guidelines and Procedures for Annual Reporting on Courses with Service-Learning Elements
Guidelines and Procedures for an Annual Unit Report by the Division of Science