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Definition
School Departments under the Executive Committee
To deliver its day-to-day services, the School has four main departments under Directors of the Executive Committee:
- Education
- Operations
- Marketing
- Technology
These departments are essential for the effective management and operation of the School’s services, ensuring that all aspects of its activities are covered and aligned with the School’s strategic objectives.
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Definition
Departmental Teams and Business Functions
Each department consists of the following teams:
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Education:
- Admissions Team
- Programme and Module Teams (refer to the Teaching and Learning Policy)
- Student Experience Committee
- CAS Panel
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Operations:
- Estates and Facilities Team
- HR Team
- Student Wellbeing Team
- Student Disciplinary Panel
- Finance Team
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Marketing:
- Marketing Team
- Events Team
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Technology:
When defining business functions, 'teams' rather than specific job titles are used:
- A team may include zero or more dedicated employees and can be outsourced. The size and structure of each team will vary based on operational scale.
- At the smallest scale, a Department Director may act as the sole member of all teams within that department.
- As services expand, the Director will recruit, train, and lead additional team members to manage the increased workload effectively.
This approach ensures flexibility in team structure, accommodating varying scales of operation while maintaining clear responsibilities and efficient service delivery. It allows for scalability and adaptability as the School grows and evolves.
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Executive Committee |
Rule
Director Responsibilities and Reporting
Each department has a director who is a member of the Executive Committee (EC) and oversees both the department and its teams. The Director is responsible for:
- Reporting on department and team operations to the EC weekly.
- Submitting annual strategies, plans, and budgets for review by the EC. These are then forwarded to the Academic Board, if necessary, and the Board of Governors.
- The EC reports to the Board of Governors through the President.
This structure ensures regular oversight and accountability, with the Director providing consistent updates and strategic inputs to the EC. It facilitates a clear chain of reporting and approval, maintaining effective communication and alignment with the Board of Governors.
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Definition
Admissions Team
The Admissions Team plays a key role in the School’s admissions process, supported by staff trained or experienced in higher education admissions. Their responsibilities include:
- Work closely with the Marketing Team to ensure a positive applicant journey.
- Promote access, engage in outreach activities, and participate in open days.
- Provide excellent customer service and represent the School professionally.
- Address all pre-application queries, including those related to UCAS, CAS, and visas.
- Record and track all queries and applications according to School regulations and policies.
- Arrange interviews as needed.
- Collaborate with undergraduate and postgraduate programme and module teams to understand entry requirements and address queries.
- Manage offers, pre-contract information, contracts, registration, and enrolment.
- Collate metrics for reporting and continuous improvement.
This rule outlines the Admissions Team's comprehensive duties, ensuring they provide a seamless experience for prospective students and maintain high standards in service and compliance. It also underscores the importance of collaboration with other teams and adherence to School regulations.
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Definition
Programme and Module Team
The School’s undergraduate and postgraduate courses are managed by academic staff in the programme and module teams within the Education Department. Each team has specific responsibilities:
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Programme Team:
- Comprises academic staff, including a programme leader.
- Oversees the management of academic programmes and credit-bearing short courses.
- Ensures the programme's coherence and up-to-date content.
- Acts as a point of contact for students.
- Submits programme reports in accordance with the Module, Progression, and Award Regulations.
- Promotes the student experience and attends meetings.
- Writes annual monitoring reports as per the Monitoring and Evaluation Regulations.
- Collaborates with external experts and manages programme changes and validation.
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Module Team:
- Consists of academic staff, including a module leader.
- Manages modules and credit-bearing short courses.
- Ensures module coherence and up-to-date content.
- Oversees effective module delivery and acts as a point of contact for students.
- Manages summative assessments according to academic regulations and the Assessment Regulations.
- Promotes the student experience, submits module marks under the Module, Progression, and Award Regulations.
- Attends meetings, writes annual monitoring reports under the Monitoring and Evaluation Regulations, and recommends changes to content and delivery.
- Works with external experts and manages module changes and validation.
This rule defines the structure and responsibilities of Programme and Module Teams, ensuring clarity in their roles and tasks related to programme and module management within the Education Department. It emphasises their responsibilities for maintaining programme and module quality and compliance with regulations.
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Definition
Student Experience Committee
The Student Experience Committee provides a valuable means of student engagement under the Monitoring and Evaluation Regulations:
- Each programme and level contributes two representatives to the Student Experience Committee, elected by the Student Wellbeing Team at the start of the academic year.
- The Committee is chaired and coordinated by the Director of Education and includes all module and programme leaders.
- It meets once per semester. A quorum requires 75% of representatives and the Chair.
- Meetings can be held in person, hybrid, or virtual.
- The Chair prepares the agenda, sends invitations, records minutes, and notes actions.
- Decisions are made by consensus or majority vote. The Chair has a casting vote if necessary.
- Following meetings, the Chair sends action lists to relevant staff and students and monitors progress.
- The Director of Education reports Committee outcomes to the Executive Committee and the Academic Board.
This structure ensures diverse representation from all programmes and levels, and effective management of the Student Experience Committee's activities. Regular reporting and clear decision-making processes maintain accountability and progress tracking, ensuring that outcomes are communicated effectively to higher governance bodies.
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Definition
Confirmation of Acceptance for Studies (CAS) Panel
The School is dedicated to creating a supportive environment for international students. As a licensed sponsor under the UK's Student Visa system, it follows all UK Home Office and UKVI regulations to ensure a compliant visa process:
- The Visa Sponsorship and Confirmation of Acceptance for Studies (CAS) Policy outlines the framework for meeting the School’s legal responsibilities.
- The Admissions Team is typically responsible for handling CAS applications. In complex cases, the CAS Panel reviews applications and reports to the Executive Committee.
- Details on the CAS Panel’s composition, responsibilities, and operations are provided in the Visa Sponsorship and Confirmation of Acceptance for Studies (CAS) Policy.
This rule ensures that the School adheres to UK visa regulations while providing clear guidelines for managing CAS applications. It defines the roles and processes involved in maintaining compliance and supporting international students effectively.
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Definition
Estate and Facilities Team
The School has a physical site where students can meet staff and peers. The Director of Operations oversees this site, with key staff members, including the Director of Education, permanently based there.
The Estate and Facilities Team, reporting to the Director of Operations, is responsible for:
- Ensuring the site is managed and arranged to support the School’s services, including learning and teaching.
- Making recommendations and plans, requesting budgets, and managing contractors as needed for site functionality.
- Overseeing health, safety, and security at the site.
- Managing utilities and access.
- Procuring and overseeing the acquisition of resources, including digital resources, to support service delivery.
- Managing risk, insurance, and compliance at the site.
Proper management of the physical site ensures a safe, functional, and resource-equipped environment for students and staff, enabling the effective delivery of the School's services.
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Definition
Human Resources (HR) Team
The School is dedicated to recruiting high-quality staff who support its mission and contribute to an excellent academic experience. The HR Team is responsible for:
- Supporting staff through appropriate processes.
- Managing benefits and compensation systems.
- Administering annual appraisals and performance management.
- Overseeing induction, CPD, and training frameworks.
- Managing job descriptions, recruitment, and appointment systems.
- Promoting equality, diversity, and inclusion.
The HR Team’s responsibilities ensure that staff are well-supported and fairly compensated, performance is regularly reviewed, and continuous professional development is provided. Effective management of recruitment and appointment processes helps attract and retain quality staff. Promoting equality, diversity, and inclusion fosters a supportive and inclusive work environment. Reporting to the Director of Operations ensures alignment with the School’s strategic objectives and keeps leadership informed of HR activities.
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Definition
Student Wellbeing Team
The School’s strategy prioritises students, recognising the link between teaching excellence and holistic life experiences. The Student Wellbeing Team provides free, independent, and confidential support on various academic, financial, and well-being issues. Its responsibilities include:
- Personal Academic Tutoring (PAT) across the School.
- Supporting student well-being and mental health.
- Assisting with reasonable adjustments and Learning Support Plans, during and after enrolment.
- Providing support for extenuating circumstances.
- Addressing bullying, harassment, and victimisation.
- Offering fitness to study assistance.
- Providing visa support.
- Encouraging engagement with studies.
- Facilitating relevant interventions and referrals, including medical and financial.
- Delivering wellbeing training for staff and organising related events.
- Contributing to the wellbeing strategy and policy, including aspects of learning and teaching.
- Collecting data, evaluating, and monitoring to drive continuous improvement in student wellbeing.
The Student Wellbeing Team plays a crucial role in supporting students through a wide range of issues, ensuring that academic and personal challenges are addressed effectively. By offering comprehensive support, including tutoring, mental health services, and practical assistance, the team helps to enhance students' overall experience and success. Its work in training staff, contributing to policy, and monitoring wellbeing efforts ensures a continuous focus on improving the support provided to students. Reporting to the Director of Operations aligns the team’s efforts with the School’s strategic goals and ensures effective oversight.
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Definition
Student Disciplinary Panel
The School expects all students to behave with respect and consideration towards everyone in the community, including students, staff, and visitors, and to uphold the School’s reputation and environment:
- The School has a Student Disciplinary Policy that governs student behaviour to ensure the smooth operation of the School and safeguard the community.
- The Student Disciplinary Panel, which operates under the Executive Committee, oversees this policy and reports to the Executive Committee.
- Details on the composition, responsibilities, and operations of the Student Disciplinary Panel are outlined in the Student Disciplinary Policy.
This rule establishes clear expectations for student conduct and provides a structured approach for managing behaviour through the Student Disciplinary Policy. It ensures that the School maintains a respectful and functional environment while detailing the role and procedures of the Student Disciplinary Panel.
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Definition
Finance Team
The Finance Team, led by the Director of Operations, manages the School's financial systems and processes, including:
- Assessing and issuing invoices for contract payments based on programmes and study modes.
- Working with the Executive Committee and Director of Operations to ensure effective budgeting and reporting.
- Preparing forecasts and maintaining accurate financial reports to aid annual planning and growth.
- Overseeing all income streams, such as tuition fees and student loans, including invoicing, recording, and reporting to the Executive Committee.
- Managing accounts payable and implementing risk, protection, and control systems.
- Ensuring financial compliance, record-keeping, and reporting, and providing access to management information and business intelligence for School bodies.
- Advising on financial strategies, growth, risk systems, and health.
- Collaborating with other teams, including the Admissions Team.
This structure ensures efficient financial management and compliance with contractual and regulatory requirements. It supports accurate forecasting, reporting, and strategic planning, while also facilitating coordination with other teams for cohesive operations.
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Definition
Digital Marketing Team
The Marketing Team is responsible for various functions under the Accuracy of Information Policy (AOIP) and Academic Regulations and Policies Policy, including:
- Managing brand, marketing, recruitment, and other strategies.
- Conducting market research.
- Collaborating with the Programme and Module Team to support recruitment campaigns.
- Overseeing the School’s website, other channels, and marketing assets.
- Ensuring information accuracy and compliance with consumer protection laws.
- Coordinating with the Admissions Team, attending fairs, and organising open days.
- Linking recruitment efforts with admissions processes.
- Handling external engagement and public relations.
- Facilitating internal communication, particularly with students.
- Implementing and communicating changes in regulations and policies.
This rule clarifies the comprehensive role of the Marketing Team in promoting the School's services and maintaining compliance with relevant policies. It ensures that marketing efforts are aligned with recruitment, admissions, and public relations, while also facilitating accurate communication and adherence to regulations.
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Definition
Events Team
The Events Team, in collaboration with the Marketing Team, is responsible for organising and managing the School's events, including conferences, panels, and talks. Its duties include:
- Creating an annual events schedule.
- Organising logistics for each event.
- Coordinating with the Marketing Team to promote events.
- Managing event registration.
- Liaising with speakers.
- Overseeing event delivery.
- Collecting feedback on events.
- Producing event reports.
This rule outlines the Events Team's comprehensive responsibilities in organising and executing events. By detailing their roles, it ensures effective collaboration with the Marketing Team and successful management of event logistics, promotion, and feedback.
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Definition
AGS and IT Team
The School’s digital infrastructure encompasses its hardware and software, including the learning management system and Automated Governance System (AGS). The AGS supports the School’s services, teaching, and community interactions. The AGS and IT Team is responsible for:
- Managing the School’s hardware and software to ensure service delivery.
- Overseeing IT Regulations and relevant policies.
- Handling cybersecurity and user access systems.
- Managing the Information Technology (IT) Infrastructure Management Policy.
- Providing technical support.
- Ensuring adherence to best IT practices.
- Facilitating digital training.
The AGS and IT Team maintain the School’s digital infrastructure, ensuring efficient service delivery and adherence to IT policies. They support cybersecurity, provide technical assistance, and facilitate digital training, ensuring that the School follows best practices in IT management.
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Executive Committee |
Rule
Director Responsibilities and Oversight
- Strategy: The Director is responsible for translating relevant strategies and School plans into actionable targets for departments and teams, ensuring they are measurable and deliverable, and monitoring associated risks.
- Induction: Directors must ensure systems are in place for the induction of all staff, covering the School’s academic regulations and policies.
- Plan and Targets: All plans and targets must be clearly communicated to departments and teams.
- Workload Allocation Model: Directors will use a workload allocation model, considering factors such as student and staff numbers, needs, and hours, to ensure effective service delivery.
- Line Management and Appraisal: Directors must implement a proper line management and reporting system, support staff, and ensure effective appraisals.
- Training: Directors are responsible for overseeing, supporting, and submitting staff training plans.
- Meetings: Directors will ensure that meetings within departments and teams are effective, supporting staff development and the delivery of the School’s strategy and plans.
Directors will regularly report to the Executive Committee and other relevant bodies on these responsibilities.
Directors play a key role in implementing and monitoring strategies, ensuring staff induction and training, managing workloads, and overseeing effective line management and appraisals. Their responsibilities also include clear communication of plans and targets and facilitating effective meetings, all of which support the School’s strategic objectives. Regular reporting ensures alignment with the School’s goals and oversight by relevant bodies.
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