· Web viewEngagement Group Meeting Notes. 13 June 2017. Present: PH (chair) SM (Edn FEO), ND...

Engagement Group Meeting Notes

13 June 2017

Present: PH (chair) SM (Edn FEO), ND (Science FEO), CL (A & H FEO), JB, CP, CW, CH, MMG, HMG, MB, LH, KC (President SU).KC noted SU support for plans. She indicated that SU involvement at subsequent meetings might be problematic due to hand over to new sabbatical team and maternity leave of SU manager.

Purpose:To monitor implementation of new plan for Level C engagement.

Include focus on: Individual project progress – follow planning grid at each meeting.Induction plansEarly Retention information/ student data

Current status: Final version of new approach for Level C to go to Senate tomorrow (14 June 2017). Already discussed in detail at Rectorate Team and elsewhere. This group made up of all project leads with the exception of the full group of year heads. These are represented by FEOs and CP.

Monitoring: Googledoc set up for monitoring of all projects. Individual tasks and projects will automatically colour code as dates met/outstanding. PH office to monitor daily and follow up with project leads as necessary.

Project 1: Administrator TrainingDates agreed as below

Training rooms booked.Discussion on content with VC. Details being confirmed with IT/SSW as appropriate.

Project 2: Training for academics (year leads and tutors)Dates agreed as below

Rooms to be booked asap.Some year heads/co-ordinators identified (Edn complete, A & H almost complete, Sciences still outstanding). Deadline is 20/06/17.

Project 3: Organising tutorials and portfoliosAllocation of single tutors to individual groups: All Level C tutors identified by HODs. This is subject to change once specific numbers are known for each subject – at present done on a best estimate basis based on CH predictions.

Single hons awards requiring one tutorial and alternative activity identified by Facs and communicated to timetabler.Level I courses using alternatives to groups of 10 in tutorials identified by Facs and communicated to timetabler.

CW/ PH to work on guide for tutors – also to include reminders about other levels.

Project 4: Student Communications (SK attended for this item)Student newsletter process agreed with SK (marketing team). Some subjects struggling with understanding appropriate content. SK team providing support and guidance.The wider marketing team are running a social media campaign ‘Summer of Hope’ to further support continued engagement through the Summer.

Project 5: Student EventsFreshers fair date agreed as a change to Thursday of induction week with the SU.MMG working on events for induction week and beyond. Keen for induction week not to stand alone and for events to continue into following weeks when excitement has died down and students may feel more isolated.

Project 6: Student Information for tutorsOnline test system commissioned with ‘SuccessNavigator’ produced by ETS. Guidance will need to be provided to students as some questions are not relevant to UK. Jean Bates working with ETS to implement system for September. Some concern that it is not as easy to integrate with the Hope system as originally anticipated. JB is working with ETS contact and Hope ITS to resolve.

Agreement to use attendance monitoring for Levels I and H in the same manner as Level C through tutorials or their equivalent.

Project 7: Central processesTutorials for induction week all scheduled. Note that further groups may need to be created/deleted as numbers are confirmed. Subject level timetables for induction week include meeting with HOD. This will be scheduled as individual student timetables are created.Request for changes to assessment patterns and titles of level C blocks included in Senate papers for tomorrow.

Project 8: Student DocumentationCourse booklet outlines still to be published – slightly overdue. LH waiting on confirmation from Senate of changes in project 7 above. Deadline should have been set slightly later. Agreed to meet revised deadline of 20 June.

Induction Plans:General agreement mostly covered above. Shared overall proposed plan for structure of week. Particular focus on locations (ie CC v HP for certain sessions).Discussion on structure of non-resident day. DS to be invited to next meeting for update.KB working on induction website content.Plan currently as follows:

DAY ACTIVITY WHEN WHERE

Thurs 21st September

Welcome day for non-resident students All day Hope Park

Sat 23rd September

Arrivals day for resident students All day All residential

campuses

Sun 24th September

Welcome activities for all residential students All day All residential

campuses

Mon 25th September

Monday to Wednesday - every student will have 2 tutorials per day – Combined and Single Honours

Block A TutorialsBlock B TutorialsBlock C Tutorials

10.00 – 12.0012.00 – 14.0014.00 – 16.00 On campus where

subject normally taught

Tues 26th September

Block C TutorialsBlock A TutorialsBlock B Tutorials

10.00 – 12.0012.00 – 14.0014.00 – 16.00 On campus where


Wed 27th September

Block B TutorialsBlock C TutorialsBlock A Tutorials

10.00 – 12.0012.00 – 14.0014.00 – 16.00 On campus where


Thurs 28th September

Departmental welcome – HoD & Departmental staffSSW talks (simultaneously)Freshers’ Fair, Sports Centre

9.30 & 10.30

10.30 – 16.00

Hope Park

Fri 29th September Commencement

Celebrations 13.00, 14.15 & 15.30 Hope Park Chapel

Student data:

Received current predicted numbers from CH. Noted that some tutorial group numbers may need to be changed after confirmation.

Risk: Group reviewed lists of identified risks and were satisfied that the above addressed those of concern at present.

Engagement Group Meeting Notes11 July 2017

Present: PH (chair) SM (Edn FEO), ND (Science FEO), CL (A & H FEO), JB, CP, CW, CH, MMG, HMG, MB, LH.Apols: SU. PH noted that she had met separately with Kira Cox who gave the SU’s support for the ongoing work and committed the new sabbatical teams involvement as required.



Current status: Final version of new approach for Level C approved by Senate 14 June 2017. Also to be shared with University Council at meeting today. Rectorate Team is routinely reviewing progress (19 June and 10 July meetings)

Monitoring: Googledoc being used effectively for monitoring. A couple of reminders to complete dates necessary but generally all activities’ dates met.

Project 1: Administrator TrainingSession 1 Setting the Scene and Session 2 Tools and Techniques successfully delivered. Catch up sessions being organised for admin who could not attend.Session 3 Technical training arranged for September.

Project 2: Training for academics (year leads and tutors)Year leads/co-ordinators identified for all subjects.All staff now formally invited to relevant events. Deans briefings scheduled for next week.

Project 3: Organising tutorials and portfoliosCW has produced draft of guide for tutors – all to check/feedback.Caerdeon – note deadline of 20 July – will not be met due to staff leave/changes at Caerdeon. FEOs will refocus in September.

Project 4: Student Communications Most departments have now provided marketing with content. Still outstanding – Geography, Maths. Business school negotiating alternative process.FEOs working with SK to agree delivery dates for individual subject newsletters. Caution noted about combined honours students.PH working on drafts of registration letters to each group of students.

Project 5: Student EventsMMG presented draft of induction planner showing proposed events. Some still to be added. Group pleased with combined presentation of events run by SU, Chaplaincy, residential team etc.

Project 6: Student Information for tutorsContinuing issues with integration of SuccessNavigator. MB reported his team supporting JB. He has allocated dedicated individual to help. May need to compromise on how tutors can view students’ outcomes. MB to update PH over Summer period.

MB reported that students at risk system will not be opened at start of August as per grid – it will need to wait until data for new students is rolled forward from the admissions system.

MB reported discussions with PH and HMG about structure of new tutor hub for student information.

Project 7: Central processesRequest for changes to assessment patterns and titles of level C blocks agreed by Senate 14 June.These are in the process of being changed on SITS – slightly behind schedule but CH confirmed will be complete in near future.

Project 8: Student DocumentationCourse booklet outlines published 20 June as agreed. FEOs report these are being populated by subject teams through annual monitoring process.

Induction Plans:Induction information on relevant pages of website. All new students being directed to this as major source of information. Non-resident day. DS explained proposed outline of events (see attached). FEOS aware of requirements from Facs.DS also updated colleagues on the Summer of Hope Campaign which is running through social media to maintain engagement through the Summer months.

Significant dates prior to next meeting:Confirmation – all new students to be sent PH registration letter.Clearing – additional mailings as necessary.All new Level C to register by 7 SeptemberRegistration task to be sent to continuing students on 7 September.Subsequent dates for Levels I H and PG

Student data:CH profiled current predictions of numbers.


Engagement Group Meeting Notes8 September 2017Present: PH (chair) SM (Edn FEO), ND (Science FEO), CL (A & H FEO), JB, CP, CW, CH, MMG, HMG, MB, LH.



Current status: PH confirmed that she had met informally throughout August with MB, CH and FEOS to ensure that progress with projects continued. Updates being provided to VC on a weekly basis. Rectorate Team to receive update at retreat this weekend. To be major item at HODs meeting 18 September and L & T day 22 September.

Monitoring: Good progress over Summer – all activities on schedule.

Project 1: Administrator TrainingSession 3 Technical training ran yesterday. Catch up sessions to be organised for those who didn’t attend.Project grid complete.

Project 2: Training for academics (year leads and tutors)Deans briefings completed.Note change from original planned date – HODS training to be 18 September as 4 September date would have missed those at conferences

Project 3: Organising tutorials and portfoliosCW has produced final version of guide for tutors – thanks to all for feedback.Weekly meetings of Level C co-ords/tutors scheduled on all subjects.FEOs report all subjects completed reworking of portfolios including weekly designated tasks between sessions, incremental career planning, process for aggregating marks and the inclusion of the week 3 and 6 checkpoints.PH has concerns about induction tasks being present on Moodle. FEOs to check and to give HODs deadline of 15 September to be certain prior to emails being sent by personal tutors.

Caerdeon – FEOs still agreeing details.

This project included a requirement for Rectorate Team to agree a level of expectation below which a student will not be eligible for assessment. Following consultation with the VC this has been delegated to individual subject heads who should consult the Registrar for guidance.

Project 4: Student Communications Newsletters sent to majority of students. Late registrations/ clearing entrants will receive where possible. Induction website launched to meet confirmation and clearing deadlines.

Letters sent to all new students from PH office explaining registration process and introducing concept of engagement. This is ongoing as additional students recruited.Letters also prepared/sent to returning students

FEOs working on personal email to all students from personal tutors.

Project 5: Student EventsSocial Planner for induction week produced on time and now on website. All students to receive personal copy on arrival.

Project 6: Student Information for tutorsSuccess Navigator now usable. JB produced student guidance in form of letter. Guidance also given to staff.Decision taken to call this “learning styles quiz’ to make it seem more palatable.ND reported concerns over the use of this material by Psychology team. ND to consult AN as Dean.

Students at Risk system up and running and available to personal tutors.SSW working through lists of students with significant risk.

MB demonstrated new tutor hub – for information on individual students – group gave some feedback for minor alterations before going live.

Allocation of students to tutor groups underway.

Project 7: Central processesChanges to assessment patterns and titles of level C blocks complete.FSAA review – CW working on this as new Registrar – has decided to roll this in with a review of assessment administration more generally. This is to include the function of assessment co-ordinators and SSCA. The enhanced role of the personal tutor will be included in this review.FEOs confirm all tutors have refreshed office hours.Registration task now open and active. Student Guide to the Regulations and the Terms and Conditions profiled as part of the Registration task.

Project 8: Student DocumentationAll new and returning students receiving personalised timetables as soon as possible after they register. Deadline of 20 September for all timetables is still achievable.Induction website fully operational as source of most information. Checklist of tasks to be done has been included as part of the website.Additionally, all students are to receive a student notebook with key information bound in front. These will be distributed at arrivals days for both resident and non-resident students.FEOs confirm most Moodles are updated including directions to induction week activities – note deadline of 15 September.

Induction Plans:Induction information on relevant pages of website. All new students being directed to this as major source of information. Checklist included as above to ensure that students complete all relevant tasks. Student personalised timetables include all academic related induction activities.

Reviewed success of Summer of Hope campaign.

SM noted that PGCE induction w/c 4 Sept onwards has gone smoothly. MB noted that this had been a good rehearsal for the new processes put in place for level C, especially distribution of ID cards.

Student data:CH profiled actual numbers and those still expected to register.

In particular the registration deadline for new UG's was yesterday so the team wrote to everyone yesterday who had not yet registered asking them to do so or to request a registration extension with their reasons for this. They have had about 80 registrations in this group overnight and about 50 emails which they are currently going through.

The Registration task for continuing students went yesterday morning to all except the resit students.


Engagement Group Meeting Notes15 September 2017Present: PH (chair) SM (Edn FEO), ND (Science FEO), CL (A & H FEO), JB, CP, CW, CH, MMG, HMG, MB SC (SU).



Current status: Updates being provided to VC on a weekly basis. Rectorate Team reviewed full situation over weekend retreat. This week discussions scheduled for HODs meeting 18 September and L & T day 22 September.

Monitoring: Good progress over Summer – all activities on schedule.

Project 1: Administrator TrainingProject grid complete. Ongoing catch up/one to one sessions as necessary.

Project 2: Training for academics (year leads and tutors)Project grid complete. HODS training upcoming 18 September (CW and FEOs to lead) All staff training L & T day 22 September.

Project 3: Organising tutorials and portfoliosCaerdeon – FEOs working with JB and Adrian at Caerdeon to agree details and schedule of programme. Becoming a cause for concern. To be completed by 22 September meeting. Students yet to be informed.

Project 4: Student Communications Newsletters sent to majority of students. Late registrations/ clearing entrants will receive where possible. Induction website launched to meet confirmation and clearing deadlines.

Letters sent to all new students from PH office explaining registration process and introducing concept of engagement. This is ongoing as additional students recruited. Checklist of tasks required included with letter.

FEOs working on personal email to all students from personal tutors.

Project 5: Student EventsPlanner for induction week produced on time and now on website. All students to receive personal copy on arrival.

Project 6: Student Information for tutorsSuccess Navigator - Students to be sent test logins today as planned.Note for future – must reconsider this platform in a timely manner for next year.

Tutors can now search students at risk database.

Tutor Hub now available to give tutors detailed information about each of their tutees. MB demonstrated final version of this – group thanked him for his hard work on this – it will be an invaluable resource for tutors and administrators. There was some discussion about the inclusion of the risk factors for each – does this mean SAR becomes redundant? MB said he would be reviewing all sources of student information this year.

Movement of students between tutorial groups – FEOs report this is ongoing as student timetables are confirmed. Noted some issues with sizes of groups – MB produced report to this effect during week. All have worked together to resolve this issue.

Project 7: Central processesChanges to assessment patterns and titles of level C blocks complete.FSAA review – CW working on this as new Registrar – has decided to roll this in with a review of assessment administration more generally. This is to include the function of assessment co-ordinators and SSCA. The enhanced role of the personal tutor will be included in this review.FEOs confirm all tutors have refreshed office hours.

PH confirmed arrangements for Commencement Ceremonies.

Group reviewed Student engagement statement for signatures produced by CW and shared with HODs/staff in tutor guide.MB confirmed arrangement for collection of ID cards. Students will need to have a physical copy of the statement signed by themselves and their tutors. They will then bring this to the Gateway Building /C. Campus office where they will be able to collect their card. If students have provided an electronic photo the card will be pre – printed. If not it will be printed there. Issue of the ID card will be recorded on SITS as evidence of the student being on site and this will trigger release of the student loan.There was discussion about pressure of numbers of students requiring cards at the later end of the week. MB reassured the group that he had worked with AW to mobilise Gateway and IT staff effectively. He noted that all students are timetabled to be at Hope Park on Thursday and Fridays so he has planned for these to be the busiest days. Plans are in place for later registering students to pick up cards the following week.

Project 8: Student DocumentationAll new and returning students receiving personalised timetables as they register.Induction website fully operational as source of most information.Following considerable debate / follow up this week FEOs confirm most Moodles are updated including directions to induction week activities – note deadline of 15 September.

Induction Plans:Induction information on relevant pages of website. All new students being directed to this as major source of information.

Student data:CH profiled actual numbers registered and those still expected to register.

Risk: Group reviewed lists of identified risks. Caerdeon was identified as a cause for concern. To be followed up by PH with FEOs outside meeting.

Engagement Group Meeting Notes22 September 2017Present: PH (chair) SM (Edn FEO), ND (Science FEO), CL (A & H FEO), CP, CH, MMG, HMG, MB, WB, SC (SU).



Current status: Discussed at HODs meeting 18 September and and with all staff at L & T day (today) 22 September.

Monitoring: All activities on schedule, although some concerns over tutor emails.

Project 1: Administrator TrainingProject grid complete. Ongoing catch up/one to one sessions as necessary.

Project 2: Training for academics (year leads and tutors)Project grid complete. HODS training completed 18 September.All staff training at L & T day 22 September (today). To include detailed discussion of tutor guide. Especially details of induction week tutorials.

Project 3: Organising tutorials and portfoliosCaerdeon – FEOs have agreed initial programme with Adrian and have populated grid of cohort visits.Some staff concern about these trips. JB to run Community of Practice on L & T day so that staff can air concerns/share good practice.Note for future – need to get Caerdeon trips and content planned much earlier next time so that both staff and students are better prepared.

Project 4: Student Communications Registration Letters continue to be sent to all new students from PH office explaining registration process and introducing concept of engagement. FEOs have distributed personal email to all students to be sent from personal tutors. Some groups not yet finalised – this is now late. – agreed to use judgement about whether it is sent prior to arrival. This is because late registering students have late timetables. Groups can not be finalised until timetables complete etc. CH has also sent information to students’ personal email addresses as a precaution – maybe consider using these addresses at this point in future?Note for future – we should consider whether this is possible/reasonable given the tight time constraints.

Project 5: Student EventsNon-resident student day ran yesterday. All non-resident students welcomed in an arrivals day style event. Intention to engage non-residents as part of the university community at an early stage. Should all now feel more confident next week. Much positive feedback. Report received from DS.

Resident arrivals day 23 September – full plan in place. Welcome/key collection at Gateway. Students to re-sign accommodation contract. Finance to be checked. SRTs and SUs to take students to halls. GP

registration/inoculation available all day. SU wristbands available for collection. Hall welcomes planned for evening.

Social events for 24 September – MMG/WB discussed schedule.MMG working with Steve in SU re freshers fair and wristband events.Subject events through student societies. FEOs confirm all in place.Events for international/mature students – WB shared induction plan for international students.SU/MMG running a range of events aimed at mature/other learners.

Project 6: Student Information for tutorsOutcomes of online tests should be available to tutors as of tomorrow.SSW still working through lists of students at risk/requiring LSPs – individual reports becoming available daily.

Project 7: Central processesProcess for distribution of ID cards now ready. MP also making students aware of availability of hardship loans if payments delayed.MB talked through plans to change door access rights whilst students wait for production of ID cards.Campus shuttle buses have been informed that they should take students between campuses without ID cards during induction week.

FEOs prepared for early monitoring of attendance etc. next week.

Project 8: Student DocumentationStudents will be provided with a physical copy of the engagement statement by their tutors. It is also on the website, in the student book and in the original letters sent by PH.

Induction Week Plans:Induction information on relevant pages of website. All new students being directed to this as major source of information. Group reviewed detail of plans for next week.

DAY ACTIVITY WHEN WHERE

Thurs 21st September

Welcome day for non-resident students All day Hope Park

Sat 23rd September

Arrivals day for resident students All day All residential

campuses

Sun 24th September

Welcome activities for all residential students All day All residential

campuses

Mon 25th September

Monday to Wednesday - every student will have 2 tutorials per day –

Block A TutorialsBlock B

10.00 – 12.0012.00 – 14.0014.00 – 16.00

On campus where subject normally taught

Combined and Single Honours

TutorialsBlock C Tutorials

Tues 26th September

Block C TutorialsBlock A TutorialsBlock B Tutorials

10.00 – 12.0012.00 – 14.0014.00 – 16.00 On campus where


Wed 27th September

Block B TutorialsBlock C TutorialsBlock A Tutorials

10.00 – 12.0012.00 – 14.0014.00 – 16.00 On campus where


Thurs 28th September

Departmental welcome – HoD & Departmental staffSSW talks (simultaneously)Freshers’ Fair, Sports Centre

9.30 & 10.30

10.30 – 16.00

Hope Park

Fri 29th September Commencement

Celebrations 13.00, 14.15 & 15.30 Hope Park Chapel

Given how busy individuals will be the group agreed not to meet next week (induction week) unless required. Ongoing monitoring/communication by email to happen throughout week.

Note international orientation planned for 23-29 Sept WB responsible.

Student data:CH presented actual numbers registered, those still expected to register and the group discussed the changes in specific subjects and the ramifications in terms of planning.

Risk: Group reviewed lists of identified risks. Were satisfied that the above addressed those of concern at present with the exception below.

Some concern about an apparently random group of students who do not have timetables. PH to meet with SB and MB to seek resolution. Precautionary arrangements for paper timetables for this group have already been put in place.Subsequent note 23/9/17 These are now complete. Any students without timetables now will be very late registrations.Facs instructed if find any students without timetables to direct them to the Gateway where Siobhan will deal with them face to face.

To reconvene as retention/engagement focus on 4 Oct. Slightly altered membership. PH thanked all fro input.

2 October 2017 WEEK 1Engagement/Retention Group Meeting

Purpose:To continue to monitor implementation of new plan for Level CTo monitor registration and retention dataTo commission interventions where thought necessary

Members:PH, CH, CW, CL, ND, SM, ZM, MB, other colleagues as invited.

Outstanding items from project plans:All on track at presentMMG to produce what’s on guides monthly from now onward.

Current data:Retention data now being produced weekly by JB. Circulated to all senior managers and FEOs each Monday from now on.Group reviewed the data report:7 Level C students have withdrawn. 2 transfers to other institutions, others a range of reasons. Each student discussed. FEOs aware of all. 5 of the 7 are students who have previously been registered i.e. were intending to retake. Note of predominance of Psychology in various forms in this list – ND to raise with AN.

Noted withdrawn students at Level I (13) and Level H (5). Again notable proportion of these would be retaking years.

Also noted lists show masters/doctoral students. Significant loss on some courses but Registry colleagues note that this list dates from 1 August so some of these students have left over the Summer. FEOs to raise with relevant award directors.

Group pleased that processes to ensure student lists are free of phantoms have already started to take effect.

CW to take lead on interventions as directed by group – to be maintained on central database.

Review of previous week:Induction week generally agreed smooth by all concerned.

Moving tutorials up front worked well.

Attendance at Commencement better than in previous years ie end of week better – students have gained more understanding of institution. 64% of the Level C students who were timetabled to attend were recorded as present. The percentage increases to 68% if you exclude students who have yet to register.

ID card distribution efficient- currently 93% of the new registered students have collected their cards.

Group received excel sheet of students already noted by lack of attendance at one induction week event. FEOs to share with relevant tutors.

MB rehearsed correspondence last week with FEOs regarding clarification of attendance recording/registers.

Current items of concern:Some issues with shuttle bus capacities from Aigburth – Gateway team following up with company.Some student loans slow to be released following new process – MB in discussion with MP to improve process for next year. Student finance issuing temporary loans where necessary.Dept attendance data – a few examples of not being able to match SITS generated data with actual attendance/withdrawls – MB to investigate.




Outstanding items from project plans:All on track at present. FEOs aware of need to alert colleagues to the week 3 initial review dates.All subject changes should be complete by the end of this weekFEOs report good compliance with new attendance monitoring processes in Faculties. Process for recording different in depts. But meeting requirements in all cases.

Current data:Reviewed retention data - 13 Level C now withdrawn. FEOs aware of all. Individual student cases discussed.ND has discussed Psych raised last week with Dean. AN not concerned.Still some concern about retaking students.

Level I (15) and Level H (5 – no further loss) discussed. No issues of concern

Numbers of pending students remain on system. CH to withdraw this week.

CW outlined current interventions (see database)

Review of previous week:The group received MB report of attendance position based on teaching events last week. The spreadsheet shows the number of students with 1, 2, or 3 absences by department. It also includes a split of the number of registers not submitted as yet.

the overall number of students who have missed one or more tutorials is 334 the total on shows a slightly higher total reflecting combined students who are cross department. within faculty, the departments have been sorted by number of students, largest to smallest. This

seems to indicate the largest issues are in Business, Social Work, Care & Justice, and Psychology the 1 student in Psychology with 3 absences is a Level I student who is also enrolled on Level C there appears to be an issue in the timetable for Business which is causing some students to have

three tutorials in the week (a quick look suggest two different "modules" are being timetabled at the same time)

there are also 10 registers not submitted at Level I (tutorials) and 42 at Level H (seminars)

Actions: FEOs to follow up attendance/registers with year co-ordinators in specific subjects.ND with ZM follow up on doubly registered Psych studentPH to discuss Business timetable with SG.

This report will be run weekly up to Christmas.

PGT induction happened 3 October. Successful 180 students attended. WB encouraged and as sent suggestions for next year.

Current items of concern/updates:Shuttle bus capacities from Aigburth – Gateway team following up with company – now resolved – additional bus added to morning schedule.

Dept attendance data – a few examples of not being able to match SITS generated data with actual attendance/withdrawals/engagement forms – MB was asked to investigate – produced case studies of explanations – detailed paper provided – summary is:

Student AC Marked as absent by Fiona Pogson and Henry Kum but both have signed the Engagement formTutor going forward on History is Ruth Canning, not Fiona Pogson4 groups in History last week have been converted into 3 groups this weekStudent KMcCMarked as absent by Jo Heeney and Lucy Hanson. Jo Heeney has signed the Engagement formAlistair Jewell has signed the Engagement form rather than Lucy HansonTutor for H&SC going forward is Natalija Atas rather than Lucy Hanson (or Alistair Jewell)No of students on the register on Tuesday higher than on Monday / WednesdayStudent EC Did not attend either session on TuesdayEmma Lees gave the sessions, entered the register but still signed the Engagement FormTutor going forward for HUSCOREC is Enrique Salcedo-Sora rather than Emma Lees

Learning going forward from these issues:FEOs to ensure that any student move between groups is properly handled in the Faculty so that SITS record is correct.Movement between tutors should be actively discouraged at this point – relationships should have formed. MB has produced report of where this has happened already – FEOs to check.Where reduction/increase in groups has been necessary dept admin need to ensure that attendance record follows student into new group. Students should be signed onto bottom of registers initially if necessary. MB offered to advise any depts that need help.

PH has already written to Deans to raise these issues.

FEOs raised concern about students changing subject and how this is affecting data. CH to follow up

FEOS raised concern about the ‘electronic registers not submitted report’ from E-reporter (in Faculties, Attendance Monitoring). They can filter this by Faculty and Department but there is no filter in this report by level, which would be a useful feature as part of the Level C model - MB has resolved this prior to the meeting as follows: ‘We have now reviewed the following 3 E-Reporter Attendance Monitoring reports and updated them to only include the new attendance monitoring rules for 2017/8:-

Students Manually Added to Electronic Registers Electronic Registers Not Submitted Electronic Registers Submitted

Consequently, the only events that will be shown are: Level C - Inductions and Tutorials Level I - Tutorials Level H - Seminars

We have also added an additional filter which allows selection by Level.’

PH raised concern about alternative ‘withdrawal’ list kept by the accommodation team. She has looked at all students on this list and rationalised them with formal retention lists. Discrepancies have been raised with Resident Tutors. MB to investigate how the accommodation system can be more effectively linked to SITS to avoid the need for such potentially confusing duplication.




Outstanding items from project plans:Week 3 analysis of all student attendance happening in Facs this week. FEOs assure on track.

Current data:Checked online in absence of weekly report in time for meeting. Little change from last week.

Pending students - CH has withdrawn around 50 of the new Level C Pending students. (CH also noted that she thought this would make a difference to the non-attenders but actually, on investigation, it appears that the NEW Level C Pending students are not appearing on the Attendance Management reports. On investigation it looked as though it is only the Redeeming Level C that are on this report – asked MB to investigate – this was a filtering issue and is now resolved).

Group reviewed MB report of departmental attendances


Review of previous week:The group discussed the number of Level C students who had their first recorded absence last week. The total was 34 split as follows:-

Psychology - 11 History and Politics - 6 Education Studies - 10 Drama, Dance and Performing Arts - 1 Business - 5 Fine and Applied Art – 1

Honours cards to be distributed to Level H – PH agreed text of letter to go to all explaining benefits.

Current items of concern:Previously FEOs raised concern about students changing subject and how this is affecting data. CH to follow up - All FEOs have now been given read only access to the Subject Change Google Doc this should give additional information to help determine if students are not attending or have actually changed subject. Still some concern about efficacy of this process -MB to continue to pursue.

CH raised that allowing Pending students to pick up their ID card has been causing some issues and continues to do so now. It is particularly problematic with overseas students who have multiple checks to go through before we allow them to register – this needs reviewing prior to next year.

Caerdeon trips imminent. FEOs have expressed concern about how attendance data will be affected by student absences. MB to investigate. TOIL agreement with staff now in place.




Outstanding items from project plans:All on track

Current data:

Reviewed list of students with 6+ absencesThe new model requires fully non-engaged students to be recommended for termination at the end of week 3- FEOs discussed verbally for each faculty: 1. list of all students identified for termination.2. lists of all students contacted by each department indicating when they were contacted and by whom3. lists of students who went to Caerdeon last week (see also online spreadsheet).

Query over withdrawal of students JH 17001501 and TH – ND to investigate

Group reviewed MB report of dept attendances


Review of previous week:Attendance monitoring system now settling to be routine. All subjects have systems – group reviewed some online. Sport and Theology examples of good practice. Query over Geography – ND to follow up.Concern over Caerdeon implementation in faculties

Current items of concern:Caerdeon/attendance monitoring – MB follow up from last week - have identified a "belt and braces" approach which will handle the Caerdeon issue in the vast majority of cases. This is predicated on three things:

IT receive a spreadsheet detailing the start date and the end date of the Caerdeon visit together with the student numbers of those who are attending. Needed by 12:00 each Thursday

the academics taking the registers mark these students as absent from the timetabled session. all registers being submitted by the end of Saturday that week

The intention is that IT reverse the absence due to Caerdeon (per student block) in a batch upload every Sunday morning.The one downside is that the personal tutor will receive an absence e-mail should this be the student's first absence from a timetabled event. However, tutor should be aware that the student has gone to Caerdeon and, therefore, the notification can be ignored.

Change of course process – following continued concern MB has allocated someone to review the Change of Course Process to see if there are parts of it which could be done On-Line e.g. the proposal and approval parts prior to the changes to SITS itself. This will be included in the IT steering gp priorities list

Week 3 withdrawls/terminations – a number of appeals have been received. Some indication that attendance data for a small number of students may be slightly incorrect and/or not fully reflected on the tutor hub. MB to work with CW to investigate.

Follow up letters/emails to be sent by year heads to any other student causing concern at this point. FEOs to organise. This also applies to any Level I and H students causing concern.




Outstanding items from project plans:

ZM/CW provided update on week 3 withdrawals. 40 students on list: 12 terminated,3 withdrew of own accord, 21 appealed and are back on course, remainder in various other categories. Some concern over record keeping, particularly in Law. CW to follow up with dept. Note balance of most appeals upheld in A & H, most terminations upheld in Sciences. FEOs to ensure processes are consistent between Faculties prio to week 6 process.Week 6 withdrawals to be considered by Facs next week

Current data:

Group reviewed MB report of dept attendanceNoted that the number of students missing a session in each 7 day period was:w/e 13th October - 448w/e 20th October - 466w/e 29th October – 346There was some encouragement that this number is diminishing.

Previous query over withdrawal of students JH LC and TH – ND to investigate – JH the decision was taken to terminate his studies as he has only ever attended one additional tutorial and nothing else (he didn't attend any of the induction sessions, and he has not attended any other lectures, seminars or tutorials). On this basis the Level C Co-ordinator put him forward as he did not feel he was at all engaged in his studies and as such should be terminated.LC withdrawal is correct – student initiated -decided not ready for uniTH not appearing as a 6 on Attendance Management but not been attending. The records show:SESCOREC001 3x present, SESADDC002 1x missing reg 2x absent. Consequently, Attendance Management currently shows the absence level as 3 which is correct. However, student is known to have disengaged.

Group reviewed current retention data.

PH dip sampled a number of students with poor attendance. Generally satisfied records correct with a query over student M - Group noted the following response from CL: The department of FAA are aware that Megan has a complex LSP. She was in contact with them at the start of the year about her condition and the impact on her studies at the time. The tutors have been in contact with her and she is now re-engaging but they have been careful not to lean heavily on her regarding attendance given the complexities of her LSP. Kathrin Wager spoke with her in the studio this week and was reassured.


Review of previous week:MB explained new aspects of the personal tutor hub which will allow recommendations for week 6 withdrawals to be made electronically. Group welcomed the development. This facility should be available next week.

Current items of concern:Week 3 attendance data accuracy: MB and CW investigation - have reviewed a number of the cases where a student was appearing with 6 absences on Attendance Management but appearing as Green on the Tutor Hub for attendance. They have ascertained that the number of absences on Attendance Management is consistent with the details input via the registers. However, they did find a bug in the Tutor Hub which meant that the Attendance measure on that system was not always updating correctly. They have resolved the issue and, based on the sample they have been using, the Hub is now reflecting the correct colour by module.Of the students who appealed against the intention to terminate studies letters, 11 are now showing as 'Amber' for attendance. These 11 were previously 'green' which confirms that the system does now seem to be updating and that this has changed the flag for these students. The week 3 process has brought forward some issues which are hopefully now resolved. Students who are not terminated at week 3, of course can be considered against the engagement criteria in week 6 and can be put forward again at this stage. Unfortunately, the 11 students with amber attendance have been allowed to continue, but that said they have appealed and contacted us to explain their absence. It may therefore be possible to work with them to help them engage and therefore proceed with their studies past week 6. MB to continue to refine reporting of data to remove discrepancies between systems.

6 November 2017 WEEK 6Engagement/Retention Group Meeting



Standard Agenda:Outstanding items from project plans:Week 6 process now underway

Current data:Reviewed current retention data

Reviewed MB attendance report from depts.


Review of previous week:Withdrawal function now available on tutor hub This gives the designated staff the ability to pick a Course Block and mark every student as Remove or Not. The default is Not. They can save the changes as many times as they wish until midnight on 14th November when the tab will become invisible. Alongside this, three reports have been developed…

Summary of Progress - shows for each Course block, the number of students identified for withdrawal, the number shown as remain and the number where a decision has not been input

Outstanding Blocks - shows the Course Blocks which have yet to be submitted. This report should be empty at midnight on 14th November

List of students flagged as Remove - this will be the list that Student Admin will process from 15th November

These reports can be found by accessing e-reporter and clicking on Faculties and then Week 6 reports. We have given you access to the reports and the Week 6 Mode in Personal Tutor Hub.

PH reported that she is working with JB on weekly automated retention reports to link withdrawals with type of accommodation ie halls v outside and with registration status ie retaking students who have been a cause for concern over recent weeks.

Current items of concern:Attendance of students at Caerdeon events is significantly lower than hoped. FEOs to investigate with HODs and Deans. Edn students reported as having enjoyed Caerdeon trip. Some issues with numbers attending and domitory style accommodation – watching brief at present.

Data discrepancies between systems raised as issue last week - MB to follow up- outcome as follows the Pie charts shown on Student Lookup have been amended to only show tutorials for Level C and I

and Seminars for H. The counts start from 2nd October so ignore induction week The two reports "Low Attendance Report" and "Students' Attendance by Subject" have been hidden

The report "Class Attendance Report" has been amended to only include students who are registered or pending. Authorised and unauthorised absence codes have been replaced by an X which is now described as "Absent".

The Attendance Management system now has a CSV download option. It will display all the records identified by the chosen filters. On the overall University picture, we are showing the Programme (to identify Single Honours versus Combined). In the case of combined it shows 1 Faculty / Department. The other can be derived from the blocks if required. For each block with an absence, we are showing the total number of absences. We have made this available just to yourself at this point

Attendance Management has been amended to ensure that the total count matches the number of absences recorded on the blocks. Consequently, Megan Dickinson now shows a total of 7 rather than 10 as previous.




Outstanding items from project plans:FEOs have submitted lists of students to be sent withdrawal letters to the Registrar. CW outlined the process which will take place now.

Current data:Group discussed current register and attendance ‘league tables’ taken from DAR.

Of particular concern; SWCJ, Disability, Geog, Drama, Health. CW confirmed all these depts. Already contacted about this matter. She will monitor on an ongoing basis via data team. FEOs will also follow up with HODs.

Of particular concern Business, Social Science, Law, Media. All currently in conversation with data team/FEOs.

Reviewed dept reports of absence from MB: The number of students missing sessions in each specific week is as follows:

w/e 13/10 - 448w/e 20/10 - 466w/e 27/10 - 346w/e 03/11 - 448w/e 10/11 - 403

Reviewed current retention stats. Noted upcoming 1 December deadline


Review of previous week:CW reported on Week 6 withdrawals. These are all put underway as soon as refered by FEOs. FEOs acknowledged some subjects quicker than others in providing data.

PH reported to HOD meeting this morning on progress across all aspects of project (see powerpoint slides).

JB has started to produce attrition by accommodation for PH and WB. This will be a ongoing project for the year and outcomes will aid planning for next academic year.

Current items of concern:Caerdeon attendance problematic. Very low in some depts. Particularly concerned about students who express intention to come and then do not get on bus. Meeting to be convened by VC to discuss.




Outstanding items from project plans: all now complete – to be removed from future agendas. Will be reviewed in full at later date.

Current data:

Group discussed dept attendance report and current retention (attrition) report. Very mixed bag of data.Of particular concern departmental retention in majors in Psychology, Social Science, SWCJ and singles in Disability, Media, SWCJ and Business. All being followed up by Registrar/data gp.32 Level C students withdrawn to date. Of these 18 were retakers. All agreed that a new plan for retaking students should be put in place for next academic year.

Reviewed dept attendance report from MB


Review of previous week:Note that History and Politics attendance last week jumped up massively to almost full. It was also the week that they went to Caerdeon.

Current items of concern:Number of students still in appeal stages. Two specific issues at present1. Should students who are appealing against termination keep attending? Registrars reply On the basis

that they will not be returning to classes this year, we have been advising that they should not attend but should speak to their Faculty if they are unsure. Normally we advise attending whilst an appeal is ongoing, but I cannot see a circumstance, aside from an error with registers (which is very unlikely given the amount of time that I know has been spent checking) in which the student will continue in class this year.

2. Why does it take so long to resolve appeals? Registrar reply – process is too cumbersome. Looking to simplify for future. In particular requirement submit intention to appeal is unnecessary and confusing. Additionally restriction to members of Senate to hear appeals mean they are difficult to staff. Proposal to go to Senate from CW that any senior member of staff can be on these panels.

Caerdeon attendance – ongoing new plans to be put in place before any further students attend.




Current data:ZM/CW updated group on Level C week 3 and 6 withdrawals following FSAA panels and full appeal processes. The data showed 23 terminations: Week 3 = 13 (6 new, 7 continuing) Week 6 = 10 (8 new, 2 continuing). Note very small number of appeals. Most terminated students offered opportunity to return for a fresh start next September following FSAA panel.

PH noted that following last week’s discussion, she had written to Faculties to request that Departmental Admins be asked to find ways to advertise their good attendance/retention scores to the department and get tutors and the Head in dialogue over some very poor scores in some Departments.

Reviewed departmental attendance report

Reviewed current retention data.


Review of previous week:

CL reported issues with Level C Health and Social Care as follows - the single honours Health and Social Care students at Level C are studying two 60 credit blocks. They have a core engagement tutorial on the Health and Wellbeing Major (HWBCORE002) but for their second 60 credit additional block (HSOCOREC001) they don't actually have weekly tutorials as they are having intensive blocks of study called 'fitness to practice' to prepare them for later placements. However, the HSOCOREC001 weekly tutorials are all timetabled and appearing on the system. As they aren't taking place, this is skewing some of the data around attendance, registers not taken etc. CL reported that this has been resolved by the timetabler.

Current items of concern:Caerdeon now causing serious concern following very poor behaviour of Law group. Academic staff were disengaged. Group received SB report. It was agreed that no further groups would go tp Caerdeon until plan reviewed.

PH working with JB on a report of attrition for repeating students – these continue to cause concern as attrition is high in this group. New plan for repeating students to be put in place for the new academic year – these stats will help to guide development.

4 December 2017 WEEK 10Engagement/Retention Group Meeting



Current data:

ZM/CW updated group on full student monitoring withdrawal list:LEVEL C

Appeal rejected, studies terminated 4Appeal upheld, student allowed to remain on course 2Awaiting full interruption following advice from SDW 1Faculty halted termination, mitigating evidence received 1Faculty withdrew the referral 1Full interruption following FSAA panel 15Initial termination letter sent, in 7 day period 2Interruption of one subject following FSAA panel 7No appeal, studies terminated 23Re-engaged/re-instated by Department 9Registrar identified administrative error, student not terminated 10Re-instated by FSAA Panel due to mitigating circumstances 1Re-instated by Registrar 2Student has appealed, going through appeals process 1Student has deferred to next year 1Student withdrew of their own accord 5TOTAL LEVEL C 85

LEVEL IAwaiting full interruption following FSAA panel 3Faculty withdrew the referral 6Full interruption following FSAA panel 1No appeal, studies terminated 11Re-engaged/re-instated by Department 3Student has appealed, going through appeals process 2TOTAL LEVEL I 26

LEVEL HAwaiting full interruption following FSAA panel 2Interruption, awaiting student decision on full or partial 1No appeal, studies terminated 1Student has appealed, going through appeals process 2TOTAL LEVEL H 6

Grand Total 117

There was a wide ranging discussion about the different categories and whether these were necessary. CW explained that many students were in unique situations which needed to be clear in the record.


Reviewed current retention figures.

Review of previous week:FEOs reported good attendance for this stage in the term. A number of longstanding issues relating to individual students were taking up much of their time.

Rectorate Team discussed issues relating to Caerdeon trips as a strategic item this morning. PH and CW to work on new plan for Caerdeon for presentation to HODs at Caerdeon meeting in early Jan.

Current items of concern:No items of note.

Agreed no meeting for next week as is last week of term.

8 January 2017 WEEK 12Engagement/Retention Group Meeting



Current data:

HMG has produced report comparing attendance and retention to the same point last year. Both show overall improvement across all 3 faculties. Group agreed that this should be profiled in Faculties as evidence of progress with this project.

PH to present headline data relating to engagement at HODs meeting next week.Group decided to request full report of all students with attendance greater than 40% for discussion next week.

Reviewed current retention data



WB reported good return to halls following the holiday. Extra support staff appointed over this period to facilitate reintegration. Group agreed to stay in dialogue with the halls team over the next few days so that any issues of non-returners are picked up early. WB reminded group that term does not start for Level I students until next week so some have still to return.

Current items of concern:FEOs report attendance at some tutor groups much higher than others - PH to request report from MB.

New plan for Caerdeon designed by PH/CW to be presented at HODs meeting on Monday next week.

16 January 2017 WEEK 13Engagement/Retention Group MeetingTuesday meeting as all were at HODs Caerdeon meeting yesterday



Current data:Discussed report of all students with attendance of less than 60% or absence is greater than 40%. FEOs to follow up in Faculties to establish why these students were not recommended for withdrawal prior to 1 December deadline.

Query over how many of these students have not returned after Christmas for 8 Jan start. CW to analyse and report.

JB has designed report which correlates attrition with attendance. Some further valuable information. PH to share the headlines with Rec Team


Review of previous week:FEOs reported term had started well in all subjects. There has been a focus on reintegration for both Level C and H. Current items of concern:FEOs report attendance at some tutor groups much higher than others - PH received report relating tutor to attendance from MB. FEOs to follow up with year co-ordinators.

HODs discussed new plan for Caerdeon at meeting yesterday. All groups yet to go are to follow new plan. HODs are required to share individual subject plans with the relevant FEO befre departure. FEOs will continue to monitor numbers departing.

Group discussed review of Student Success as produced by Prof Vandewalle some of which was relevant to this project. They welcomed the outcomes in terms of the attendance/ attrition related aspects of the current project; the group felt that several of the recommendations had already been addressed and others already covered in discussions regarding next year by this group. The review will be further discussed by Rectorate Team in the coming weeks, following which the group will revisit.




Current data:

Onging discussion of ‘Attendance less than 60%‘ students:FEOs report have investigated individuals. Some can be removed and backdated. Others with poor attendance are being approached by relevant depts. No central action at present.CW has produced accompanying report of students with non-engagement since Jan 8. There are a significant number of students on this list, the Faculties and SRTs should contact these students and try to encourage them to seek advice and support in order that they can return and be successful this year. WB to be informed


Review of current retention data

Review of previous week:Caerdeon visits discussion -FEOs report HODs enthusiastic about new plans. Noted departure of Centre Head and concerns about staffing of activities – need for plans to be submitted well in advance to ensure correct staff available.

Current items of concern:Concern over student in Drama – appears to have Level C and I registrations – CW to follow up with CL







No Items for note

Current items of concern:

No items for note

7 February 2017 WEEK 16Engagement/Retention Group Meeting





Discussion about PG data – very difficult to analyse given small numbers on individual awards - need to consider how this might be managed next year – can we think of a way of doing this which is meaningful but not burdensome?

Group interested in reasons overall for students withdrawing. JB to produce overarching report.

Review of previous week:Caerdeon visits ongoing with new model – all OK so far.

Current items of concern:Follow up on Drama student – CW/CL devising action plan




Current data: Reviewed current retention data.

Data Group to carry out a detailed analysis of students who have withdrawn in an attempt to identify any commonality and identifiable risk factors that could feed into a tool kit for tutors going forward. CW to action through Jean Bates – ongoing.



Poor attendance data reports are still being worked through in the Faculties, with a focus on level C students with less than 60% attendance.

FEO’s requested an up to date list of less than 60% attendance run this week, with the addition of Halls of Residence so that the SRT’s can follow up these students more efficiently. CW to action through Jean Bates

Non-Submission of work is also an important marker of engagement: it would be useful to produce a list of students who have missed submission of work at Level C. Zoe Marshall to Action

Current items of concern: None but useful discussion about arrangements going forward….

Action for future consideration: to consider how the current Student Engagement Strategy at Level C will roll forward for this group of students into Level I. We need to consider whether:

- the system rolls forward as is?- do students keep the same personal tutor?- are the personal tutors equipped with a tutor hub? if so how much information does this contain?- what is the role of the Level I personal tutor/ year lead?

All members to discuss with teams – to be revisited in future meeting




Current data:

Retention data discusssed

Interventions - CWThe up to date list of students with <60% attendance has been produced and Faculties are again working with this list. The Halls of Residence were added to the list, and this has enabled SRT’s to follow up. SRTs reports that the majority of students on the list were in their rooms and reported some personal issues affecting attendance.

Review of previous week:Overall living in a University Hall of Residence was identified as a protective factor, fewer students who are in residence are lost. This may be because of the ease of attendance, or because of the support of friends. A better understanding of the risks for non-resident students would be useful going forward. WB now attending these meetings.

FEOS note that the same students are appearing on the lists on each occasion now and tutors are noting that they have exhausted mechanisms of re-engaging this core of students who are not attending. Tutors are asking what can be done if students have been contacted, advised and recontacted and yet their attendance is not improving. What can be done next? This probably necessitates a wider conversation about the learning and teaching strategies, particularly if this core of students is located in particular pockets of the provision.

In response to 3 above, the FEOs would like a central message to be sent out to Level C students with the poorest attendance to ensure that the students are aware that the SLC make payments to engaged students, and the SLC will ask the University to verify that students are engaged. Action: CW and ZM to compose letter to send out to students advising them about the need for engagement in the light of the SLC requirements for engagement.

Going forward, we may be able to begin early interventions in Level I for those students who have been identified as having persistent low attendance and poor engagement at Level C. Could the personal tutor hub identify students who are high risk in Level I of non-continuation because their previous history at Level C would indicate that this may be the case? This makes the role of the personal tutor at Level I particularly important for these students.

Action: group to consider how the tutor hub might recognise previous poor attendance and engagement as a risk factor.

The group questioned what the uptake was like amongst this group of students with learning support, in particular writing mentors. It may be worth going forward trying to link in information from the wider information so that the personal tutor has a good all round picture of the student’s life on campus. PH to investigate whether this would be possible under new GDPR rules.

Current items of concern:

Music Level I attendance – it has come to light that neither the CORE or ADD course blocks for Level I Music have Tutorial sessions. All of the events are designated as Seminars. Consequently, we have no events where we are monitoring attendance for this cohort. MB suggests that we should change the system to look at Seminars for this group. Alternatively, we could remove the registers taken and the attendance from DAR. MB to discuss further with CL for Fac decision.




Current data:Reviewed current retention data.


JB produced overarching withdrawal report. For further discussion once all considered.

PH reported on HESA non continuation figures for 16/17 which have just been released. The news is good, with the indicator for Table 3a showing (the non- continuation PI following year of entry) as 8.1% against a benchmark of 8.8%. Last year this was 10.8% against a benchmark of 8.6%.

The indicator for Table 5 which is the Projected Learning Outcomes: Neither Award or Transfer, has reduced to 10.2% (benchmark 12%) from 12.2% (benchmark 11.9%) last year.

This data will be published on 8th March, so is under embargo until then.

This is very good news in our quest to bring these figures into single digits and then to resemble the profiles of pre-92s not post-92s. What is interesting is that our benchmark has risen while our scores have improved; that is a double blessing in indicator terms. It would be good to understand why the benchmark rose and what were the reason for the two point improvement in the T5 score. Was it the improvement in the T3 projected over the next few years? If that is the case then our student engagement strategy this year will bring better gains this time next year. HMG and LW to be asked to analyse this data further.

Review of previous week:FEOs feel attendance currently of concern – query over effect of half term in schools. To ensure that record keeping continues effectively in depts. – engage year co-ordinators in dialogue. Also concern that range of assessment requirements this week are distracting students from attendance.

Current items of concern:Following earlier concerns about rationalisiation of halls occupancy data with attendance records the ITS team have developed an online halls occupancy reporting system. This was widely welcomed.

5 March 2017 WEEK 20 Engagement/Retention Group Meeting



Current data:

Retention data reviewed


Follow on: FEO’s to send a list of students who are to receive the central advisory letter in respect of the SLC payments and engagement Action: CW to action once the list is received.

Current items of concern: Follow up on questions about next year - Level I personal tutoring: the group considered the key element was consistency. The approach must ensure that certain base lines are common across the campus, but with distinctive features possible within Faculties to tailor the approach as needed:

- the personal tutoring system in place for Level C students could be rolled forward for pastoral support rather than the personal tutor also leading the academic tutorial group. Pastoral support would be on an as needed basis.

- there was a discussion about whether personal tutor and student should be required to hold a certain number of meetings each academic year, however it was thought that this was probably unnecessary because students have a much better understanding of what the University requires of them and will seek support if they need to.

- there was also a discussion of how the personal tutor (retained from Level C) might dovetail in the role with the academic tutor leading the tutorial group at Level I.

- the other option favoured in some areas of the University is not to roll forward the Level C personal tutor, but instead to have a Departmental personal tutoring system .In this system each Department would have a tutor available each day during prescribed times so that there is never a day when a student cannot gain support. This system would require the personal tutor to be identified as ‘department tutor’ on the hub rather than having a named tutor. However, in this system the student who lose the ‘personal’ contact point?

- FEOs reported that some academic staff are requesting that more sessions are monitored, not just tutorials but also seminars. Some also want to keep complete records of attendance.

PH to speak at HODs next week on project. The group discussed items that need clarification prior to next year that they would value HODs input on. The following questions were agreed:

The current Level C students have benefited from the opportunity to form close relationships with their personal tutors this year. How should we arrange personal tutoring for them as they progress into Level I?

Do we want to make any changes to the arrangements for Level C personal tutoring for the new Level C? Is the current level of attendance monitoring sufficient? Are we missing some important signals by not monitoring

more? How can we improve student engagement with the Caerdeon initiative? This includes better uptake by the new

Level C cohort, thoughts on how best to deal with combined honours students and also whether the new (January 2018) model for the visits has been successful.

How can we ensure that we do not miss the re-takers and the interrupted students in these initiatives? Should we repeat the ‘SuccessNavigator’ initiative? This has been useful in giving a baseline assessment of

students, but the information has not been widely used by tutors. What can we do on a similar basis for PG students without forming a new unwanted bureaucracy?

PH will include these questions in her paper for HODs

12 March 2017 WEEK 21Engagement/Retention Group Meeting



Current data:

Discussions re less than 60% attendance ongoing again. Agreed to send the follow up letter from Registrar this week – CW to issue following input from FEOs. MB to provide updated data.

Significant discussion about outcomes of intervention by CW/ data team/ L & T. CW agreed to ask HMG to do an analysis of all interventions for a ‘what works’ meeting after Easter.


PH presented up to date data to HODs meeting this morning. (see paper/powerpoint). Also challenged them with the questions generated by the group (see last weeks meeting) to follow up on planning for next year.HODs to respond to FEOs by Easter.

Current items of concern:No new items

19 March 2017Engagement/Retention Group Meeting



Current data:Agreed final list of students to receive Registrars letter. ZM to send this afternoon to the 92 Level C students with less than 40% attendance (using Mike's lists from last Monday). (2 students on the original list have interrupted studies retrospectively last week).

Reviewed retention data

FEOS agree interventions from now on are better focussed by depts. Rather than data team.


Discussion on nature of withdrawals at this time in the year. Agreed to ask for a review of all student withdrawals from JB for next meeting.

Current items of concern:Nothing to note.

· Web viewEngagement Group Meeting Notes. 13 June 2017. Present: PH (chair) SM (Edn FEO), ND...

Documents

Transcript of · Web viewEngagement Group Meeting Notes. 13 June 2017. Present: PH (chair) SM (Edn FEO), ND...