Universal College of Learning Meeting of Council Agenda Part I Date: Wednesday 31 May 2017 at 10.15am Venue: Room L-01, Masterton Campus Procedural Note: 1. Council has the ability to make its ‘own’ procedures and has adopted Model Standing Orders for Meetings of Public Bodies (MP 9204:1993) with Sections 2.24.8, 2.24.9 and 2.24.10 replaced by its own procedure. 2. The Council Chair presides throughout the meeting and at law has the right to cast both a deliberative vote and a casting vote. 3. Council has agreed to shift meeting facilitation to a Committee Chair if the matter is the province of that Committee. 4. Voting at these combined meetings shall be decided by majority of Council members present (who are eligible to vote). BUSINESS PAPER PAGE RESOLUTION 1. Standing Matters - Apologies Chair (a) Receive - Disclosures of Interest (Part I) Chair (a) Receive disclosures. (b) Decide if Councillor remains. 45/17 Confirmation of Minutes Part I of 03 May 2017 Chair 3 (a) Approve Matters Arising Chair 2. Reporting - Chairperson’s Report Chair (a) Receive 46/17 Finance Report Summary – month ended 30 April 2017 CFO 7 (a) Receive 47/17 Academic Report CE 8 (a) Receive & Approve 48/17 Health and Safety Report CE 17 (a) Receive 3. Council Matters - Items for Next Part I Agenda Chair 4. General Business - Items of General Business Chair 5. Standing Matters - Papers available for review Academic Board Papers from the xx 2016 Meeting Chair - Supplementary matters for Part II Chair - Moving into Part II Chair Next Meeting: Wednesday 28 June 2017, Room 3.0.02, Palmerston North Campus Page 1 of 19
Transcript
Universal College of Learning Meeting of Council Agenda Part I
Date: Wednesday 31 May 2017 at 10.15am Venue: Room L-01, Masterton Campus
Procedural Note: 1. Council has the ability to make its ‘own’ procedures and has adopted Model Standing Orders for Meetings of Public Bodies (MP
9204:1993) with Sections 2.24.8, 2.24.9 and 2.24.10 replaced by its own procedure. 2. The Council Chair presides throughout the meeting and at law has the right to cast both a deliberative vote and a casting vote. 3. Council has agreed to shift meeting facilitation to a Committee Chair if the matter is the province of that Committee. 4. Voting at these combined meetings shall be decided by majority of Council members present (who are eligible to vote).
BUSINESS PAPER PAGE RESOLUTION
1. Standing Matters - Apologies Chair (a) Receive
- Disclosures of Interest (Part I) Chair (a) Receive disclosures. (b) Decide if Councillor
remains.
45/17 Confirmation of Minutes Part I of 03 May 2017
46/17 Finance Report Summary – month ended 30 April 2017
CFO 7 (a) Receive
47/17 Academic Report CE 8 (a) Receive & Approve
48/17 Health and Safety Report CE 17 (a) Receive
3. Council Matters - Items for Next Part I Agenda Chair
4. General Business - Items of General Business Chair
5. Standing Matters - Papers available for review
Academic Board Papers from the xx 2016 Meeting
Chair
- Supplementary matters for Part II Chair
- Moving into Part II Chair
Next Meeting: Wednesday 28 June 2017, Room 3.0.02, Palmerston North Campus
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SCHEDULE 2A, SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987
1. The Council Chair recommends that the public be excluded from the following parts of proceedings, namely, agenda items [6] to [13].
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act for the passing of this resolution are as follows:
General subject of each matter to be Considered
Reason for passing this Resolution in relation to each matter
Ground(s) under Section 48(1) for the passing of this Resolution
Standing Matters
Confirmation of Minutes Part II of 03 May 2017
Matters Arising – Part II Action List of 03 May 2017
Result in disclosure of matters that Council had decided it had good reasons for
withholding
For those reasons identified by the Council in its meeting on 30 October 2007
Discussion
Enable the institution to carry on without prejudice or disadvantage commercial
activities
For those reasons identified by the Council in its meeting on 30 October 2007
Strategic Discussion
Wairarapa Campus
Enable the institution to carry on without prejudice or disadvantage commercial
activities
For those reasons identified by the Council in its meeting on 30 October 2007
Reporting
Chairperson’s Report
Chief Executive’s Report
Te Waka Hourua Progress Report
FBEI Health Science Self-Assessment Report
Council Secretary Report
Te Puna location report
Insurance Update
Interim Finance Report
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Health and Safety
Monthly Health and Safety Report
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
General Business
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Council Matters
Standing Matters
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Supplementary Matters
Identify and describe appropriate ground generally under Section 9 of the Official Information Act except Section 9(2)(g)(i)
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987
(identify the applicable ground from the Official Information Act Section 9(2) of the Official Information Act 1982) (not being
Section 9(2)(g)(i))
This Resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest(s) protected by Section 6 or Section 7 of that Act or Section 6, Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public (give particulars).
The Council Chair moves that the following members of the public remain for Part II being staff of the institution who are not Council members, namely: Leeza Boyce, Darryl Purdy, Maree Pritchard, Jerry Shearman, Penny O’Leary (Item 53/17) Note: Section 48(4) provides that every resolution to exclude the public shall be out at a time when the meeting is open to the public and the text of that resolution (or copies thereof) shall:
(a) Be available to any member of the public who is present; and (b) Shall form part of the minutes of the local authority.
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Universal College of Learning
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Universal College of Learning Meeting of Council 3 May 2017
PART I MINUTES Room 3.0.08, Palmerston North Campus
Present: M Inglis (Chairperson), V Atmore, L Bradnam, L Hapeta, L Southey,
B Vanderkolk In Attendance: L Boyce, D Purdy, M Pritchard (Council Secretary) ITEM 1: STANDING MATTERS Apologies T Prebble, P Jefferies
1/1 IT WAS MOVED (V Atmore) AND SECONDED (L Southey) THAT THE APOLOGY BE RECEIVED.
CARRIED Disclosures of Interest (Part I) There were no disclosures of interest received. 29/17 Confirmation of the Part I Minutes of the Council Meeting dated 29 March 2017
1/2 IT WAS MOVED (L Hapeta) AND SECONDED (L Bradnam) THAT THE PART I MINUTES DATED 29 MARCH 2017 BE ACCEPTED AS A TRUE AND ACCURATE RECORD.
CARRIED
Matters Arising There were no matters arising. ITEM 2: REPORTING Chairperson’s Report The Chairperson attended the Whanganui Collaborative group meeting on 26 April 2017.
1/3 IT WAS MOVED (L Hapeta) AND SECONDED (L Bradnam) THAT THE CHAIRPERSON’S REPORT BE RECEIVED.
1/4 IT WAS MOVED (L Southey) AND SECONDED (V Atmore) THAT THE FINANCE REPORT SUMMARY MONTH ENDED 31 MARCH 2017 BE RECEIVED.
CARRIED 31/17 Academic Report
The membership of the Faculty Boards of Educational Excellence (FBEI) have been revised to ensure consistent attendance of the same roles across the 3 boards.
No material issues to date have been identified by the Tertiary Education Commission audit of UCOL currently being conducted.
The reconsideration of UCOL’s External Evaluation Review is underway, with a meeting scheduled on 9 May 2017 to meet with the reviewer.
The graduate destination survey is scheduled to be presented to Council on 30 August 2017, which summarises the outcomes for the 1800 students who graduated at the various ceremonies in March.
Te Atakura will remain vibrant at UCOL, with Russell Bishop (Cognition Training) invited to work with staff, UCOL will host institutions interested in what is occurring, and the lead coach for UCOL will present on Te Atakura at both domestic and international forums.
UCOL has a good working relationship with Massey University, however the offer of assistance with the Performance Based Research Fund (PBRF) has been withdrawn due to their view on this.
1/5 IT WAS MOVED (L Hapeta) AND SECONDED (B Vanderkolk)
THAT THE ACADEMIC REPORT BE RECEIVED. CARRIED
32/17 Health and Safety Report Council commented it is gratifying to see no incidents reported.
1/6 IT WAS MOVED (B Vanderkolk) AND SECONDED (L Southey) THAT THE HEALTH AND SAFETY REPORT BE RECEIVED.
CARRIED ITEM 3: CORRESPONDENCE 33/17 Inward Correspondence T Dennison, 29 March 2017
1/7 IT WAS MOVED (B Vanderkolk) AND SECONDED (L Hapeta) THAT THE INWARD CORRESPONDENCE BE RECEIVED.
CARRIED
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ITEM 4: COUNCIL MATTERS Items for Next Agenda There were no items for the next agenda. ITEM 5: GENERAL BUSINESS There were no items of General Business. ITEM 6: STANDING MATTERS Papers Available for Review: Academic Board Papers available for review from the 11 April 2017 Meeting. Supplementary Matters for Part II There were no supplementary matters for Part II. Moving into Part II
1/8 IT WAS MOVED (M Inglis) AND SECONDED (V Atmore) THAT THE MEETING MOVE INTO PART II AS PER THE ATTACHED SCHEDULE OUTLINING THE REASON FOR EACH AGENDA ITEM.
CARRIED Signed: Date:
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SCHEDULE 2A, SECTION 48 LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987 1. The Council Chair recommends that the public be excluded from the following parts of proceedings, namely, agenda items [7] to
[14].
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act for the passing of this resolution are as follows:
General subject of each matter to be Considered
Reason for passing this Resolution in relation to each matter
Ground(s) under Section 48(1) for the passing of this Resolution
Standing Matters
Confirmation of Minutes Part II of 29 March 2017
Matters Arising – Part II action List as of 29 March 2017
Result in disclosure of matters that Council had decided it had good reasons for
withholding
For those reasons identified by the Council in its meeting on 30 October 2007
Strategic Discussion
Internationalisation Strategy
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Reporting
Chairperson’s Report
Chief Executive’s Report
Council Composition and Membership
Quarterly Finance Report – pe 31 March 2017
Quarterly Risk Report
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Health and Safety
Quarterly Health and Safety Report
People and Safety Presentation
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Correspondence
Inwards – TEC (UCOL – Transfer and Disposal of Crown Assets) 17 March 2017
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
General Business
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Council Matters
Standing Matters
Enable the institution to carry on without prejudice or disadvantage commercial
activities
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987 and Section 9(2)(i)(h) and (j) of the Official
Information Act 1982
Supplementary Matters
Identify and describe appropriate ground generally under Section 9 of the Official Information Act except Section 9(2)(g)(i)
Section 48(1)(a)(ii) of the Local Government Official Information and Meetings Act 1987
(identify the applicable ground from the Official Information Act Section 9(2) of the Official Information Act 1982) (not being
Section 9(2)(g)(i))
This Resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest(s) protected by Section 6 or Section 7 of that Act or Section 6, Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the relevant part of the proceedings of the meeting in public (give particulars). The Council Chair moves that the following members of the public remain for Part II being staff of the institution who are not Council members, namely Leeza Boyce, Darryl Purdy, Maree Pritchard, Gillian Lawn and Arthur Chin (Item 37/17), Paul Fenton (Item 39/17), Meredith Blackler, Sylvie Hickton and Anna Brown (Items 42/17 and 43/17).
Note: Section 48(4) provides that every resolution to exclude the public shall be out at a time when the meeting is open to the public and the text of that resolution (or copies thereof) shall:
(a) Be available to any member of the public who is present; and (b) Shall form part of the minutes of the local authority.
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Part I Finance Report Summary
31 May 2017
1.0 Recommendation
It is recommended that Council: 1. Receives the Finance Report Summary for the month ended 30 April 2017.
2.0 Finance
Leeza Boyce Chief Executive Date: 26 May 2017
April 20172017 Year to
Date Actual
2017 Year to
Date BudgetVariance
Note $000 $000 $000
Revenue 1 $39,426 $40,150 ($724)
Expenditure 2 $15,957 $16,393 $436
Net surplus 3 $23,469 $23,757 ($288)
Capital Expenditure 4 $123 $588 $466
Working capital 5 246% 256% (9%)
Cash In/Cash Out 6 127% 121% 6%
Current Monetary Assets (000's) 6 $11,935 $11,134 $801
Debt/ Equity Ratio 4.4% 4.4% 0.0%
Notes:
1. Revenue is behind budget due to the timing and mix of enrolments.
2. Expenditure is better than budget due to the timing of teaching resources.
3. Net Surplus is behind budget due to the timing and mix of enrolments.
4. CAPEX is behind budget due to timing of capital projects.
5. Working capital is behind budget due to current liability items being
over budget, with the most significant item being revenue received in advance.
6. Cash is better than budget due to the timing of operating and capital expenditure.
Summarised Finance Report for the Period Ended 30 April 2017
The following table provides an overview of UCOLs' 2017 financial performance to
date and compares this against budget.
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Part I Academic Report
31 May 2017
1.0 Recommendation It is recommended that Council: 1. Receives the Academic Report; 2. Approves Academic Board’s recommendation to dis-establish the
Educational Delivery Innovation (EDI) faculty effective from 16 March 2017, and resolves that although effective immediately, in due course all statutes, policies and procedures are to reflect the change.
2.0 Executive Summary This report will focus on key strategic story areas such as; moving UCOL to a preferred provider, highlighting student success and strategies towards this aim, key stakeholder collaborations, and our pathway to becoming a high performing institution. The report will also include a performance snap shot of the Faculties (at the higher levels) for a particular point in time. This report will change depending on the time of the year and the focus at that time. Early in the year the focus will be on applications, enrolments, and conversion against year-end targets (in comparison to performance which has previously been reported to Council at this time of the year).
3.0 Academic Board This Academic Report refers to the 11 April 2017 Academic Board meeting. The approved minutes of this meeting are attached to this report (Ref: Appendix I). Council should note item 25/17 Proposal for Educational Delivery Innovation (EDI) Faculty formal disestablishment, and that Academic Board approved this recommendation. The recommendation and discussion outlined that:
June 2015 organisational changes had been consulted on with staff at the time resulting in future structure no longer requiring the EDI Faculty
‘Faculty’ structure was retained at UCOL for academic programme delivery only
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Service and support delivery previously within the ‘faculty’ (EDI) structure were allocated to new business units developed as a result of structural change
Preliminary notices to staff were issued in late 2015 / early 2016. Final notices formally notifying reporting line changes were sent in early 2017, following full completion of organisational changes in faculty structures, and Student Success in the 2016 phase of organisational change.
An electronic resource repository for teaching materials, including assessment master copies and marking guides, was briefly discussed. The name of one, “Equella” was mentioned. [The matter had been discussed more generally the previous month with the Director Information Systems and Technology, and the ITS Steering Group will pick this up, due diligence being required to establish need, existing capability and identifying an appropriate electronic repository product if needed]. Establishing good assessment and moderation of assessment capability in new academic staff was discussed including the current development when staff start their jobs and the required teaching practice qualification. The Teaching and Learning Committee will consider this further, especially in relation to having staff employed early enough before teaching starts to develop essential first skills and put plans in place to complete required professional development. The Faculty Board of Educational Improvements (FBEI) meeting minutes were received from Health and Science (3 March 2017); Humanities and Business (9 February 2017), and Engineering and Applied Technologies (24 February 2017). The detailed approach to qualitative discussions at FBEI meeting recorded in minutes was acknowledged. The Academic Approvals Committee minutes and decisions for the meeting of 9 March 2017 was received. The New Zealand Certificate in Infrastructure Works Level 2 programme and courses were approved by the Academic Approvals Committee (AAC) to progress to New Zealand Qualifications Authority (NZQA) for external approval and accreditation. The Committee received correspondence on the NZQA approval and accreditation of the following programmes to be taught in 2017: New Zealand Certificate in Hairdressing (Emerging Stylist) Level 4
New Zealand Diploma in Creativity Level 5 (music speciality)
New Zealand Certificate in Study and Career Preparation Level 4
New Zealand Certificate in Business (Small Business) Level 4 (replacing half of the UCOL local provider qualification Certificate in Business)
Training Scheme: Certificate in Practical Cookery Level 3 – a limited credit programme to be offered at Whanganui Prison and designed in consultation with the prison personnel to meet the students’ specific needs and the prison context.
Tertiary Education Commission (TEC) changes to the Literacy and Numeracy requirements (associated with Student Achievement Component (SAC) funding for level 1 and level 2) which had been briefed to the teaching and Learning Committee in late March were provided to the Board. This included the significant tightening of
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the learner participation requirement in the Assessment Tool. The first assessment now requires a minimum of 95% of eligible learners (up from 90%), and at least 90% (up from 50%) undertake a progress assessment before the end of their programme. Strategies used in 2016 to improve compliance with the assessment participation requirement will continue in 2017, based mostly around direct contact from the Quality office to Heads of School and Programme Leaders when it was noted that assessments had not been set up by them. 3.1 UCOL Partners 3.1.1 Horowhenua Learning Centre (HLC) (Levin) Nil to report. 3.1.2 Training For You (Whanganui) Nil to report. 3.1.3 Community Education Services (CES) (Whanganui) The agreement with CES has been signed subcontracting 5.0 EFTS of delivery of Adult and Community Education (ACE) short courses to them for 2017. Having traditionally offered hobby courses (which TEC will not fund), CES have been challenged to now offer courses which meet the specific ACE requirements. The Director Academic Development has met with them several times to assist capability development. 3.2 Policy Reviews Completion of some final adjustments are being made to the Academic Statute and publication of the Student Discipline Statute (Non-Academic), and Enrolment Policy and Procedure. The Educational Quality Sub Committee has completed and closed most actions arising from its monitoring of the recommendations resulting for the effectiveness reviews of academic policy (undertaken in mid-2016). The Quality team are following up with the assigned role responsible for the remainder of the actions, aiming to fully complete by mid-year 2017.
3.3 Quality The final External Evaluation Review Report will be before Academic Board at the June meeting. The final report is expected from New Zealand Qualifications Authority (NZQA) by early June. UCOL requested a reconsideration of the outcome of Confidence in Educational Performance, seeking to have this improved to Highly Confident. The preliminary finding by the independent reviewer is that the confidence rating will remain at Confident. The Tertiary Education Commission (TEC) funding compliance audit visit occurred from 1 to 5 May. The 61 student random sample revealed no enrolment concerns or indications of any non-compliance. Enquiry into six selected programmes focussed on approval and accreditation evidence (NZQA, TEC funding approval), and discussion with the Heads of School, Programme Leader and senior academic staff member on aspects of programme delivery related to ensuring that approved learning hours were taking place. The auditor acknowledged a very high level of awareness amongst these
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programme staff of the compliance requirements, and in particular to UCOL’s provider obligation to design and guide students on activities for their ‘self-directed’ study time. The latter has been found in several TEC funding investigations to be the source of non-compliance (such as funding a provider for 120 credits, or 1200 hours of total student learning, but the students clearly only completing only a proportion of that). One day of the audit was spent with different management staff to ensure policy requirements and processes met TEC requirements (enrolment, withdrawal, archiving of records, Capital Expenditure (CAPEX), sub-contracted teaching, no inducements to enrol and scholarships). The draft audit report is expected by 26 May 2017.
3.4 Academic Approvals Committee (AAC) The meetings and decisions of the AAC are noted in the Academic Board minutes and 3.0 (above) Academic Board.
4.0 Faculty Board of Educational Improvement (FBEI) Meetings This report aligns with the four pillars of the UCOL Strategic Story 2015-2018.
4.1 Individuals choose UCOL as their preferred provider of learning UCOL launched the Dual Pathways programmes through the USKILLS Academy. Dual Pathways are a selected number of programmes at levels 2 and 3 that students, who are currently enrolled as secondary school students, can engage with at UCOL for up to 2 days a week. This is a successful continuation of the USKILLS Academy where students engage with UCOL for 1 day a week. 4.2 Our students succeed There was a 100% pass rate for our Whanganui and Palmerston North Nursing graduates who sat State Final Examinations in March. Over 70 apprentices from 14 regions took to their tools around New Zealand to compete in the Certified Builders (NZCB) apprentice challenge. Tom Ferguson took out first place and will go on to represent Taranaki at the NZCB Apprentice challenge final on the 26 – 27 May in Auckland. Followed closely by Adrian Wyrill and Ethan Bloeman, all of whom are completing their National Certificate in Carpentry Level 4 through UCOL’s managed apprenticeship programme. 4.3 We collaborate with key stakeholders UCOL continues to engage with the Logistics Sector through Central Economic Development Agency (CEDA) and Talent Central. These agencies are working with the Logistics Sector to help the sector define their various industries, scope the requirements for the workforce skills development, and allow UCOL the opportunity to be the preferred provider for vocational education and training. This work is well underway with the road transport, supply chain management, procurement, and distribution industries being the first of the targeted industries UCOL are responding to. A suite of programmes have been submitted to the Portfolio Committee for consideration.
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UCOL have had a very strong presence at the Sort It expo this year. The UCOL stall was continuously busy with students as the secondary school students interacted with projects, lecturers and marketing team members while determining the programmes of study for their next year. UCOL and True Test are collaborating to develop a programme of delivery on site at Nestle DFI, Harbin, China. This programme will contribute to UCOL’s international presence in Primary Industries in collaboration with our industry stakeholders. This collaboration is a continuation of the unique partnership UCOL has with Nestle DFI. UCOL as one of only three institutions in New Zealand with an undergraduate Medical Imagining Degree, recently hosted a forum bringing together the Clinical Tutors from 13 clinical centres who help deliver the programme across the North Island. These Tutors work with UCOL Medical Imaging students who are completing over 2400 hours on clinical placement as part of their degree. The annual forum focused on topics including assessment, clinical observation visits and how to keep up with changes in the industry. Our students have access to the newest x-ray archiving technology before it reaches many New Zealand hospitals and radiology clinics. UCOL recently installed its new Picture Archiving and Communication System (PACS). A PACS is a computer programme used to store and review x-rays, ultrasounds, and other medical imaging files. A benefit of the new PACS is that students can access it from home via their own PCs, laptops, tablets, and even smart phones. Previously, students had to print their x-rays if they wanted analyse them away from the classroom. 4.4 We are a high performing tertiary education institute Each Faculty is working on producing a 2018-2023 Faculty Plan that includes; Mission, Vision, Portfolio focus, Current status, Future status, Strength Weaknesses Opportunities and Threats (SWOT) analysis, where each current section sees itself and its future. This draft document is due for completion at the end of June 2017. Each Faculty is working on ensuring all programmes for delivery for 2018 are open for enrolment by July 2017. This process has been streamlined through a documented business process established to ensure timely structuring of development, including programme development.
Leeza Boyce Chief Executive
Date: 26 May 2017
i) Appendix Appendix I - Academic Board Meeting 11 April 2017 Minutes
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APPENDIX I
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Academic Board Meeting
11 April 2017 MINUTES
Room 3-0-02 Palmerston North Campus
Present: Leeza Boyce, Chief Executive (Chair); Gianetta Lapsley, Executive Director
Quality; Paul Fenton, Executive Director Student Success; Jerry Shearman, Executive Director Education and Applied Research; Jane Barton, Director, Academic Development; Dean Rankin Executive Dean, Faculty of Humanities and Business and Chair Research Committee; Penny O’Leary, Executive Dean Faculty of Health Science; Nicky van der Bergh, Executive Dean Faculty of Engineering and Applied Technologies; Aaron Steele, Head of School Business and Information, Communication and Technology; Michael Mann Head of School, Applied Science and Allied Health; Danny Reilly, Head of School Construction and Engineering; Katrina Langdon, Senior Academic Leader / Programme Leader; Teina Mataira, Director, Māori Education; Melissa Evans, Student Representative/AS@U President.
In Attendance: Jo Parry, Academic Advisor; Jennifer Tipene-Leach, Academic Advisor and
Jannine Lacey, Personal Assistant to Director, Academic Development (Minute Taker).
ITEM 1: STANDING MATTERS Apologies Leeza Boyce, Chief Executive (Chair) welcomed all present, Maria McKenzie, Campus Manager Wairarapa was noted as absent. Leeza Boyce, Chief Executive (Chair) wished to acknowledge the efforts of all staff following the recent civil emergency and evacuation of the Whanganui Campus. 23/17 Confirmation of the Minutes of the Academic Board Meeting dated 14 March 2017
IT WAS MOVED (Nicky van der Bergh, Executive Dean Faculty of Engineering and Applied Technologies) AND SECONDED (Jane Barton, Director, Academic Development) THAT THE MINUTES DATED 14 march 2017 BE ACCEPTED AS A TRUE AND ACCURATE RECORD.
CARRIED Matters Arising 24/17 Action List as of march 2017 The action register was received and updated. ITEM 2: DECISIONS 25/17 Proposal for Educational Delivery Innovation (EDI) Faculty Dis-establishment
IT WAS MOVED (Teina Mataira, Director, Māori Education) AND SECONDED (Penny O’Leary, Executive Dean Faculty of Health
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Science) THAT THE Proposal for Educational Delivery Innovation (EDI) Faculty Dis-establishment BE APPROVED.
CARRIED ITEM 3: DISCUSSION PAPERS - NIL ITEM 4: REPORTING Leeza Boyce, Chief Executive suggested that at any time a replacement representative is required for FBEI meetings consideration be given to those that may have abilities/interest for this type of role not necessarily only those with a programme leader position. A system needs to be provided for teaching staff to store resources. Teachers have been using Moodle for this purpose however this takes up a huge amount of data space and is not what Moodle is to be used for. Leeza Boyce, Chief Executive suggested a system called ‘Equella’ could be used as a repository for resources. Leeza will look into arranging a demonstration of this programme made available for staff. There is some concern in regard to new teachers and their understanding of assessment and moderation. It is noted that training for this included in the induction process and it is important that new teaching staff understand the importance of assessment and moderation. Jerry Shearman, Executive Director Education and Applied Research will discuss this issue at the next Teaching and Learning meeting. Also it was noted that once the advertising and hiring period is completed there is a very short lead in time for new staff teaching on new programmes to develop resources. This is mainly due to the additional expense of this non-teaching time. Jerry Shearman, Executive Director Education and Applied Research suggested that this additional cost should be included in the initial budgets that are submitted to finance. 26/17 FBEI Health Science Report for meeting held 3 March 2017
IT WAS MOVED (Penny O’Leary, Executive Dean Faculty of Health Science) AND SECONDED (Dean Rankin Executive Dean, Faculty of Humanities and Business and Chair Research Committee) THAT THE FBEI Health Science Report for meeting held 3 March 2017 BE RECIEVED.
CARRIED 27/17 FBEI Humanities and Business Report for meeting held 9 February 2017 Aaron Steele, Head of School Business and Information, Communication and Technology highlighted that although the Bachelor of Information Communication Technology is currently out of alignment with the Degree Monitors visits this will be corrected in 2018.
IT WAS MOVED (Dean Rankin Executive Dean, Faculty of Humanities and Business and Chair Research Committee) AND SECONDED (Michael Mann Head of School, Applied Science and Allied Health) THAT THE FBEI Humanities and Business Report for meeting held 9 February 2017 BE RECEIVED.
CARRIED 28/17 FBEI Engineering and Applied Technologies Report for meeting held 24 February 2017 The Chair, Leeza Boyce commended the Faculty of Engineering and Applied Technologies for the high level of information included in their minutes. Jerry Shearman, Executive Director Education
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and Applied Research asked that the other faculties could consider including an action list similar to the one in the Faculty of Engineering and Applied Technology reports.
IT WAS MOVED (Nicky van der Bergh, Executive Dean Faculty of Engineering and Applied Technologies) AND SECONDED (Jane Barton, Director, Academic Development) THAT THE FBEI Engineering and Applied Technologies Report for meeting held 24 February 2017 BE RECIEVED.
CARRIED 29/17 Academic Approval Committee Meeting Minutes for meeting held 9 March 2017
IT WAS MOVED (Danny Reilly, Head of School Construction and Engineering) AND SECONDED (Nicky van der Bergh, Executive Dean Faculty of Engineering and Applied Technologies) THAT THE Academic Approval Committee Meeting Minutes for meeting held 9 March 2017 BE RECEIVED.
CARRIED ITEM 5: INFORMATION PAPERS 30/17 Memo – Teaching and Learning Committee – Literacy and Numeracy Adult Assessment Tool
IT WAS MOVED (Jane Barton, Director, Academic Development) AND SECONDED (Jerry Shearman, Executive Director Education and Applied Research) THAT THE Memo – Teaching and Learning Committee – Literacy and Numeracy Adult Assessment Tool BE RECEIVED
CARRIED 31/17 ITP Sector Response to NZQA proposal concerning change to the requirements for site accreditation and notification Gianetta Lapsley, Executive Director Quality explained the background to this proposal. NZQA are yet to respond to the feedback from the ITPs for Category 1 and 2 providers to be exempt from needing site approval at sub-degree level.
IT WAS MOVED (Nicky van der Bergh, Executive Dean Faculty of Engineering and Applied Technologies) AND SECONDED (Teina Mataira, Director, Māori Education) THAT THE ITP Sector Response to NZQA proposal concerning change to the requirements for site accreditation and notification BE RECEIVED
CARRIED ITEM 6: CORRESPONDENCE - NIL ITEM 7: GENERAL BUSINESS Tabled Papers: New Programme Development Procedure/New Programme Development Policy/UCOL Development Fund Procedure Jerry Shearman, Executive Director Education and Applied Research tabled these three papers. Both the New Programme Development Procedure and the New Programme Development Policy have been reviewed and updated. The UCOL Programme Development Fund Procedure is a new paper and has been developed to provide a clear guideline for new programmes.
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APPENDIX I
Universal College of Learning
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IT WAS MOVED (Nicky van der Bergh, Executive Dean Faculty of Engineering and Applied Technologies) AND SECONDED (Michael Mann Head of School, Applied Science and Allied Health) THAT THE New Programme Development Procedure, New Programme Development Policy and the UCOL Development Fund Procedure be APPROVED
CARRIED Dual Pathways Danny Reilly, Head of School Construction and Engineering reported that the Dual Pathways presentation was well received with the Whanganui Campus presentation to be held this evening. Leeza Boyce, Chief Executive wished to share her appreciation to the staff involved in organising this. TEC Audit Update Gianetta Lapsley, Executive Director Quality provided a brief update regarding the Tertiary Education Commission (TEC) audit that has been confirmed for the 1-5 May 2017. The schedule of the 6 programmes selected for the audit will be distributed to the Executive Deans this afternoon. There are 61 students that have been highlighted and files are being developed. Curriculum Academic Services will brief the Programme Leaders and the Heads of Schools on what this may mean for them. Meeting Closed 10.20am
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Part I Health and Safety Monthly Report
Period Ended 30 April 2017 31 May 2017
1.0 Recommendation It is recommended that Council 1. Receives the Health and Safety Report; 2. Approves the Terms of Reference for the Health and Safety Council
Spokesperson role; 3. Appoints a Council Member to the Health and Safety Council spokesperson
role.
2.0 Executive Summary Council is committed to providing a safe and healthy environment not only for its employees but for students, contractors and visitors alike. To ensure this happens UCOL has put into place a programme across all areas of Health & Safety which is monitored and reviewed annually or as required.
3.0 Emergency Management Activation On the 4 April 2017 due to an extreme weather event UCOL activated its Emergency Management Team. The areas affected by this event were mainly Masterton and Whanganui. All staff and students were kept fully informed of what was happening as the event unfolded. Whanganui Campus was closed on Thursday 6 April 2017 due to a State of Emergency being declared by Whanganui Civil Defence. The campus reopened on Friday 7 April 2017 when the State of Emergency was lifted. There was no damage to UCOL property. On 13 April 2017 UCOL held a debrief meeting to look at lessons learnt or improvements that could be made when we activate the Emergency Management Team.
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Universal College of Learning Te Pāe Mātauranga ki Te Ao
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Given the situation that the UCOL Emergency Management Team dealt with, they are to be commended for their professional approach to this changing situation, and their efficiency and dedication to keeping staff and students fully informed as to what was happening across the campuses, and also the road conditions and travel arrangements.
4.0 Council Campus Visit Programme A programme has been put in place for the Council to visit our campuses to gain an understanding of the programme being delivered and risks associated with these activities. The first visit is on 31 May 2017 at the Masterton Campus.
5.0 Health and Safety Council Spokesperson Role Definition A draft Terms of Reference has been prepared (ref: Appendix I) for discussion and approval by Council. A Council member is to be appointed to the Spokesperson role.
6.0 Notifiable Events With the introduction of the new Health and Safety at Work Act 2015 serious harm has been replaced with “Notifiable Events”. Over this reporting period there has not been any serious harm or notifiable events as shown in the table below.
Notifiable Injuries/Illnesses Nil
Notifiable Incidents Nil
Sylvie Hickton (Health and Safety Manager) for Leeza Boyce Chief Executive Date: 26 May 2017
i) Appendix Appendix I - Draft Terms of Reference H & S Council Spokesperson Role
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APPENDIX I
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HEALTH & SAFETY COUNCIL SPOKESPERSON ROLE DEFINITION
Role Summary
The Health and Safety Spokesperson will help to advance the understanding of the health
and safety duties and responsibility of UCOL Council, and will play a role in helping the
organisation to meet its governance and strategic objective of increasing awareness,
understanding, compliance and effective management of health and safety in the
workplace.
The Spokesperson will work within UCOL communities to increase the visibility of the
Council and its focus on health and safety, by participating in both internal and external
events.
Duties
• Understand UCOL’s health and safety mission.
• Connect UCOL’s Council to the health and safety issues, challenges and opportunities
that are unique to the organisation.
• Attend local health and safety events as a representative of the UCOL Council as
appropriate.
• Convey the commitment of the UCOL Council to health and safety within the
organisation.
• Communicate innovations and successes to UCOL staff regarding the health and
safety practices of other organisations that might be encouraged and replicated
within UCOL.
• Be a source of information regarding health and safety at UCOL Council.
• Speak on behalf of UCOL and the UCOL Council on health and safety matters,
including to the press with support from the Director Public Relations &
