Responsibilities of Programme Leads and Subject Co-ordinators

  • Programme Leads

    There is a Programme Lead for each approved subject whose terms of reference are set out below. Some of these responsibilities are defined more specifically, but the way they are carried out will vary from subject to subject depending on the involvement of the appropriate Dean of Faculty or the presence of a Subject Co-ordinator with defined responsibilities, and whether there are several subjects with common modules. The Programme Lead is primarily responsible for development and leadership of the subject and will normally be an experienced member of staff. They will be expected:

    1. To take a leading role in the development of the Subject, including the curriculum, assessment patterns, core skills, and to ensure the aims and objectives of the Subject are being met.
    2. To monitor the day-to-day academic health of the Subject and to alert the Head of Department and Student Central (as appropriate) concerning problems.  Academic health refers to ensuring that the programme, overall, delivers an appropriate standard of educational experience to the satisfaction of relevant stakeholders, including students, prospective employers, professional bodies and quality assurance expectations, internally and externally.
    3. To represent, where appropriate, the Subject in any external discussion.
    4. To ensure that all programmes they are responsible for undergo Annual Review, Periodic Review and, as appropriate, PSRB or other external review.
    5. To arrange (and chair) the Subject Examination Committees (except for collaborative provision).
    6. To ensure that examination papers for subject modules are prepared for the Examinations Office by agreed deadlines in the manner required.
    7. To act as the primary 'link person' with admissions or delegate responsibility to Student Co-ordinator for multiple programmes.
    8. To be responsible for drafting and processing Minor Changes (working with Subject Co-ordinators). Please see the Academic Policy and Quality Office (APQO) website for further details.
    9. To take primary responsibility for organising external examiner appointments, inviting them to Examination Committees, sending samples of work and ensuring receipt of their reports (working with Subject Co-ordinators).
    10. To take primary responsibility for student induction programmes (working with Subject Co-ordinators).
    11. To take primary responsibility for the organisation of Open Days, marketing and other recruitment activities (working with Subject Co-ordinators).
    12. To arrange and chair regular meetings of the Subject Committee which are responsible for multiple programmes, and to ensure minutes are produced (cf point 2).
  • Students may wish to raise matters under these headings at subject meetings. Programme Leads must see they are properly considered and that appropriate matters are referred to the Dean of Faculty and/or Student Central.

    Programme Leads will normally take responsibility for the Annual Subject Review and should recognise that, although Module Leaders are responsible for the review of their own modules, the role of those modules in meeting the aims of the subject must also be reviewed.













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    Changes proposed by Module Leaders must be reviewed in the light of the total requirements for the subject and their effect on student programmes in the context of the requirements of other subjects.

    Such changes must be proposed by 1 December, before the academic year in which they are to be implemented. The Timetabling and Room Bookings Team will be able to offer advice on slotting matters.

    In an emergency, Programme Leads may request a change at a later date than normal, but they will be required to consider each student registered for the module involved, to verify that the student may still have a viable programme and to advise each student on that new programme.

    Arrangements for admitting students are made through the Admissions Office.  Programme Leads should not give a commitment to a firm or conditional offer without consulting the Admissions Office. The Admissions Office will consult Programme Leads over dispensation cases, on arrangements for interviewing particular students and on general questions such as A level grades required. 
    Normally Student Services will inform Programme Leads of such new students so that their colleagues may be alerted to any special requirements. Refer to the Guidance notes on the use of a reader and amanuensis for more information.
    Applicants frequently request more detailed information on subjects than is available in the University prospectus. It is therefore important that the Enquiry Centre is supplied with simple leaflets for each subject which can be sent to potential applicants. Subjects are asked to consult the Information and Publicity Officer on format and production.

    Programme Leads are responsible for approving the proposed programme of study for students applying for exchanges with overseas institutions and for completing Form M8 where the study was Non-European or Form M8 EURO for European exchanges on their return with a transcript.

    More information can be obtained from the Study Abroad and Exchanges website.

    When a Programme Lead is Chair of a Subject Examination Committee, he or she will have responsibilities as set out in the Examination Committee section.

    If a student has a disability which may affect their academic performance, they should contact the Student Disability and/or Dyslexia/SpLD Service to discuss whether any alternative arrangements are required in order to enable them to engage fully with the assessment on their programme of study.

    Further guidance on changes to assessment arranges can be found in the University Regulations A3.4.

    Guidance for the nomination of External Examinations can be found in the University Regulations A3.7: External Examiners.
    Subject lists are given in the 'online' Undergraduate Modular Programme Handbook. However, subjects must produce a more detailed subject guide, including a current subject diagram, for use by subject students particularly for when they are devising their Stage II programmes. 

    Before Week 10 of Semester 2 of Stage I, Programme Leads must make arrangements for all subject students to receive appropriate counselling on their Stage II programmes and advise students how to register their own programme of modules 'online' via their Student Information and check for errors to make sure mistakes have not been made. Such advice implies that the programmes will contain at least the minimum number of acceptable modules and will meet the subject rules.

    At such times, Programme Leads should bear in mind the balance and aims of the programme of studies as a whole and not give advice on completing the subject requirements which puts too much emphasis on any one aspect of the programme. Programme Leads also have an obligation to examine the academic merits of any proposed student exchange (See 8.9 above).

  • Subject Co-ordinators

    1. To ensure with the appropriate Dean of Faculty, Associate Dean (Student Experience), and Programme Lead that the delivery of Subject modules is consistent with the content of the programme as validated.
    2. If delegated by the Programme Lead, to arrange and chair regular meetings of the Subject Committee which are responsible for single programmes, and to ensure minutes are produced (cf point 12).
    3. To ensure with the appropriate Associate Dean (Student Experience), Senior Programme Administrator, and Programme Lead the preparation and distribution to students of up-to-date Programme and Module Handbooks and to update the relevant sections of the Undergraduate Modular Handbook each year during Semester 2.
    4. To counsel Subject students on their choice of modules, including exchange programmes, and to liaise with the Dean of Faculty, Associate Dean, and Programme Lead (as appropriate) on Subject changes.
    5. To consider applications on a C.A.T. basis in co-operation with the Admissions Office.
    6. To take primary responsibility for producing marks information for Exam Committees, including mark up and checking mark sheets.
    7. To arrange for students on their programmes to receive careers advice.
    8. To seek advice from the Student Records and Curriculum Management team about any proposed changes in assessment patterns, modules or Subject rules.  All proposed slots or slot changes must be agreed with Student Central.
    9. To take primary responsibility for the subject timetable and room bookings (working with Programme Leads).
    10. To approve Subject change requests on Student Information.
    11. To manage student international exchanges academic programmes as agreed by the Programme Lead.
    12. To approve requests using M38, M99, M99a and M100 forms.
    13. To receive AS2 (student report forms) and letters from Disability Services.