Programme Site Visit Directorate of Quality Promotion QP_DN

Roles and Responsibilities 1 Chairperson Introductions (Purpose, Procedures Outcomes) Leads and guides the interview sessions Coordinates the development of lines of enquiry and interview questions Permitted to ask questions and request further clarifications Impartial and objective – refrains from rationalising, editorialising and moralising Summarises at the end of each session and at the end of the day In consultation with the DQP member, may call off a site visit. Directorate of Quality Promotion QP_DN

Roles and Responsibilities 2 Directorate of Quality Promotion Assists and advises the chairperson and panel Guides the development of lines of enquiry and sequencing of questions Assists the panel in pursuing critical issues Resource person Permitted to ask questions May recommend the calling of an interview session Report writer Directorate of Quality Promotion QP_DN

Roles and Responsibilities 3 Technical Expert Assists and advises the panel on technical matters Guides the development of lines of enquiry and sequencing of questions on technical matters Provides critical technical expertise on programme offering Makes judgements on the quality of the technical aspects of the programme. Directorate of Quality Promotion QP_DN

Roles and Responsibilities 4 Peer Reviewer Assists and advises the panel on academic programme matters Guides the development of lines of enquiry and sequencing of questions on technical matters Provides critical technical expertise on programme offering Makes judgements on the quality of the technical aspects of the programme. Permitted to ask questions and request additional information Directorate of Quality Promotion QP_DN

Roles and Responsibilities 5 Programme Groups HOD/Programme Leaders Introduces and orients the panel to the programme, staff, students and facilities Makes available all relevant documentation and evidence Responds sincerely with upfront disclosures Staff Responds sincerely and honestly Provides additional information and documentation Not an opportunity to trash the HOD, faculty, TUT Students Not an opportunity to trash the lecturers Directorate of Quality Promotion QP_DN

Interview Observations Introductions (welcome, rapport, set at ease) Questioning technique and style (less interrogating, more enquiring) Domination by one person – difficult personalities Nature and sequencing of questions Responding to questions – defensive rather than reflective – long winded waffling Interviewing different participants (triangulation) Directorate of Quality Promotion QP_DN

Interview Sessions The interview session provides the review committee with an opportunity to gather additional information, seek clarifications and conduct an audit trail in a specific area. It provides an opportunity to validate and to triangulate claims made in the portfolio It is not an interrogation session whereby the programme group is subjected to an unreasonable line of questioning with the aim of “catching them out”. This is a developmental and enabling exercise aimed at providing constructive comments to develop the capacity of the programme group to improve their education provision Directorate of Quality Promotion QP_DN

Interview Sessions The interview sessions are not the forum for discussion or for interviewees to ask questions of the panel. The panel’s questions should consistently make the link to quality and to the review manual. Questions should be direct and simple. One question should be asked at a time, not multiple questions. Panel members should ensure that all interviewees are invited to respond and participate. One person should not be allowed to dominate the responses. The chairperson will intervene if panel members ask inappropriate questions (such as a reviewer who is a competitor and tries to find out strategic programme information) or follow “personal” agendas. Directorate of Quality Promotion QP_DN

Interview Sessions It is important that panel members should keep a professional distance from members of the institution during the visit. Panel members should avoid the temptation to Editorialise; Criticise, advise, explain, correct or recommend; Ask questions that have no purpose. Questions must confirm claims or validate evidence; Compare the programme to any other programme. (Adapted from the HEQC Auditors Manual) Directorate of Quality Promotion QP_DN

Interview Management Reviewers should bear in mind that the time available for meetings with groups of staff is limited. It is therefore important to make the best use of the available time. Preparation: being ‘on top of’ the review material. Organisation: having an explicit structure for the meeting and clarity of lines of enquiry. Be aware of “private agendas” and “opportunities to settle score” among students and staff. Triangulate and seek to validate claims and data. Directorate of Quality Promotion QP_DN

Interview Management Conduct of the meeting Clear, shared agenda Efficient beginning – explain purpose and structure of the meeting Effective questioning – use of open questions Listening and responsiveness Awareness of body language and impact of location Accurate recording of points made Good time-keeping Summarising of evidence gained Punctual and clear ending Effective follow-up of points that emerge. Recording of evidence and references. (Adapted from Randall:2003) Directorate of Quality Promotion QP_DN

Site Visit Schedule 1 07:30-09:00: Arrival at interview site (tea and refreshments) Discussions of the portfolio Review team to identify lines of inquiry Assign questions to panel members 09:00-10:00 Interview head of department/programme coordinator 10:00-10:15 Review team to confer (working tea) 10:15-11:15 Interview Staff (representative) 11:15-12:15 Review team to confer Document review 12:15-13:00: Lunch Directorate of Quality Promotion QP_DN

Site Visit Schedule 2 13:00-14:00 Interview Students (representative) 14:00-14:30 Review team to confer 14:30-15:00 Discussions with programme group Overview of findings 15:00-16:30 Review team to prepare inputs for the report (Working tea) Draft report 17:00 Wrap up and way forward Directorate of Quality Promotion QP_DN