1

UNIT FOR QUALITY PROMOTION

1st

QUARTERLY REPORT 2013

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UNIT FOR QUALITY PROMOTION:

1ST QUARTERLY REPORT 2013

Contents

EXECUTIVE SUMMARY …………………………………………………………………………3

1. OPERATING CONTEXT ...................................................................................................... 5

1.1 Governance Structure ................................................................................................... 5

1.2 Physical Location .......................................................................................................... 5

2. RISKS AND MANAGEMENT OF RISKS .............................................................................. 5

3. STRATEGIC FOCUS ........................................................................................................... 7

4. PERFORMANCE……………………………………………………………………………….......7

5. RESOURCE MANAGEMENT……………………………………………………….………………13

5.1 Human Resources……………………………………………………………………………..18

5.2 Financial Management…………………………………………………………………..……19

6. STAKEHOLDER ENGAGEMENT ......................................................................................... 19

6.1 National Involvement .................................................................................................. 19

6.2 Internal Engagement................................................................................................... 19

7. ENVIRONMENTAL SUSTAINABLILITY…………………………………………………….……20

8. LEADERSHIP FOOTPRINT .................................................................................................. 20

9. CONCLUSION AND THE WAY FORWARD ........................................................................ 20

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UNIT FOR QUALITY PROMOTION:

1ST QUARTERLY REPORT 2013

EXECUTIVE SUMMARY

The goals of the UQP (aligned with UJ Strategic Thrusts) are to

i) facilitate, support and oversee the implementation of the UJ Quality Promotion Plan:

2010 – 2016.

ii) sustain, support and improve the UJ Quality Promotion System.

iii) enhance and contribute to the effective functioning of the Unit for Quality Promotion.

As far as the implementation of the UJ Quality Promotion Plan is concerned, the UQP is

providing support with the preparations for:

i) a large number of programme reviews that has been scheduled for this year (a break-

down per faculty is provided in the report).

ii) two faculty reviews (i.e. the Faculties of Humanities and Health Sciences).

iii) four reviews in service and support divisions (i.e. Residences, IOHA, Transportation

and HR).

The following support has been provided to the UJ Quality Promotion System:

(i) Annual updating of the UJ Progress Report by means of contributions from different

role players in the UJ and submitting Progress Report II to the HEQC by March 2013.

(ii) A report on the implementation of the UJ Quality Promotion Plan in 2012 was

presented to the STLC as a PPT presentation, while a full written report was submitted

and presented to the ELG. Key commendations and recommendations w.r.t.

programmes were reported.

(iii) The Framework for non-subsidised programmes was reworked as a policy with

separate procedures (by the Dean of the Faculty of Law) and submitted to MECA for

approval. It was decided that one document should be developed and that the

outstanding issues should be addressed by a task team with the DVC: Planning as

chairperson.

(iv) A proposal on the HEQSF alignment of non-subsidised whole programmes has been

developed and submitted to MECA for approval in April 2013.

(v) As far as student involvement in quality assurance is concerned, one UQP staff

member (Mr Vongo) is exploring the topic. He presented a workshop on the topic to the

Garmin Group (an inter-institutional discussion forum for staff in quality offices at SA

universities) in February 2013. He will attend a conference in Glasgow, Scotland in

June – one of the conference themes is student involvement in quality enhancement.

He will also meet individuals from Scottish and British universities to explore the topic

further.

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(vi) Professional councils that accredit UJ programmes: An initial list of professional

councils has been drawn up. Permission from the Registrar has been obtained to

collect more information from the faculties, e.g. on the status of the council/statutory

body, purpose of campus visits, etc. Dragana Weistra will collect additional information

from the faculties.

(vii) The UQP provide support with the two faculty reviews planned for 2013, namely the

Faculty of Humanities and the Faculty of Health Sciences. The Faculty Review

Management Committee has met twice so far, and the two staff members involved in

these reviews (i.e. Ina Pretorius and Hester Geyser) have met twice with the Faculty of

Health Sciences to discuss their preparations, etc.

(viii) The Faculty Quality Discussion Forum met on 12 March 2013. A number of quality-

related matters were discussed, e.g. HEQSF alignment of programmes, including non-

subsidised programmes; programme reviews, etc.

(ix) Two UQP delegates attended the CHE Quality Assurance Forum. The workshop

focussed on the 2nd cycle of audits; the national review of social work; and an update

on the HEQSF.

(x) On February 2013 UJ hosted the Garmin Group. Institutions which attended were

NMMU, NWU, UFS, UCT, SU and UJ. On the first day, the discussions centred on

Student engagement in quality processes. The attendance of three members of UJ’s

SRC was especially encouraging: we hope to follow-up on the contacts made. On the

second day, Challenges encountered during the peer review process was discussed.

All attendees participated and shared challenges as well as best practice. Feedback

from other participants confirmed UJ’s perception that the Discussion Group was

worthwhile and very informative.

(xi) ESA/SA-EU QA Colloquium on 3-5 April in Stellenbosch. Main these, the roles of

quality managers and the shift in focus from QA to QE of teaching and learning. (A

report has served at the R-Exco of April 2013).

As far as the effective functioning of the UQP is concerned:

The UQP has held a strategic breakaway and conducted a SWOT analysis in February 2013.

A follow-up session is scheduled for April; combined with a reflection on insights gained

during the Garmin group and the HESA conference. One of the goals is to identify a relevant

research project for the office.

---oOo---

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UNIT FOR QUALITY PROMOTION:

1ST QUARTERLY REPORT 2013

1. OPERATING CONTEXT

1.1 Governance Structure

As from January 2012, the Unit for Quality Promotion (UQP) reports to the Registrar. The

UQP oversees and facilitates the implementation of the UJ Quality Promotion Plan in faculties

and academic development, service and support divisions. At institutional level, it supports

and continuously improves the UJ Quality Promotion System.

Although the UQP offices are situated on the APK campus, staff members travel regularly to

other campuses to conduct workshops, consult with management committees and provide

support to individuals or small groups w.r.t. quality reviews and related matters. Often, UJ

staff members prefer attending meetings in the UQP offices as they are a ‘safe’ environment

to discuss confidential matters.

1.2 Physical Location

The UQP shares the bigger office space on A Ring 1 (APK) with the Division for Institutional

Planning, Evaluation and Monitoring (DIPEM). The office space was subdivided into two

sections, one for UQP and one for DIPEM. Facilities such as a boardroom, the kitchen, the

storeroom, etc. are shared.

2. RISKS AND MANAGEMENT OF RISKS

The UQP regards itself as the custodian of the quality review processes, and has to

constantly guard against practices/approaches that may have a negative impact on the

credibility of the review process and ultimately on the peer review report. Factors that may

have a negative influence include:

development of the self-evaluation report (SER), i.e. no real self-evaluation in the SER;

lack of evidence; lack of writing skills or not enough staff to develop the SER (e.g. in a

service and support division); submitting the approved SER too late to the panel (i.e.

not enough time for them to scrutinise the document)

peer review panels, i.e. not enough/relevant experts on the panel; no curriculum expert

(w.r.t. programme and module reviews); insufficient transparency of the review process

and the department’s/unit’s interaction with the panel

site visit schedule, i.e. insufficient time; interview groups not representative; not

enough reflection time for the panel.

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The UQP continuously addresses these potential risks by:

(i) A Quality Discussion Forum for Faculties meets regularly (at least 3 times per year).

The purpose is to inform, consult, etc. with faculty quality managers on quality matters,

including reviews.

(ii) Faculty quality managers attend scheduling and planning meetings with

departments/programme groups.

(iii) UQP staff members act as critical readers of the SERs and provide extensive feedback

as needed.

(iv) Workshops are presented on SER development, evidence management and the

logistics of the site visit.

(v) A Quality Discussion Forum was initiated (in 2012) for S & S divisions. The purpose is

to inform, consult, etc. with quality managers/unit representatives on quality reviews.

(vi) Training of UJ staff as chairpersons for peer review panels is an on-going undertaking.

One workshop was presented in 2012, and a second one in January 2013. A total of

20 persons have been trained

(vii) Training of peer review report writers by means of a workshop (16 April 2013) and

discussions of individual reports.

(viii) The identification of key elements in the quality review processes as quality checks by

the UQP.

(ix) A questionnaire to determine client satisfaction with UQP services has been

developed. A pilot run was done in 2012, while full implementation is undertaken in

2013.

3. STRATEGIC FOCUS

The goals of the UQP are aligned with UJ Strategic Thrusts as follows:

Table: UQP goals

UJ Strategic Thrusts UQP Goals

UJ Thrust 1: Sustained excellence of

academic programmes, research and

community engagement.

Provides leadership and support with the

implementation of the UJ Quality

Promotion Plan: 2010 – 2016. This

includes support with at least:

i) two faculty reviews ii) 30 programme reviews iii) 3 service and support divisions/units.

UJ Trust 6: Leadership that matters in the

institution and in civil society.

Sustain, support and improve the UJ

Quality Promotion System with special

reference to a framework for non-

subsidised programmes and the HEQSF

alignment of non-subsidised whole

programmes.

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UJ Thrust 8: Generate, cultivate and

sustain resources and structures.

Enhance the effective functioning of the

Unit for Quality Promotion.

4. PERFORMANCE

The tables below provides a summary of the progress made with the achievement of the UQP

goal on providing leadership and support with the implementation of the UJ Quality Promotion

Plan in 2013:

Table: Reviews in faculties (April 2013)

Department Programme(s) Site visit

Faculty of Humanities Communication

ND Public Relations and Communication; BA Applied Communicative Skills

Jan 2012

Social Work BA Social Work 19-20 June 2012: professional council review (SACSSP)

National Review BA Social Work 10-11 Sept 2013 (CHE)

Public Governance BA Public Management 15 – 16 Oct 2012

Postgraduate BA

Psychology MA Psychology 15-16 April 2013: external peer review June: professional council (HPCSA) PRR writer = Rita (Hannie to shadow)

Non-subsidised programme reviews

Faculty of Science Applied Math Department, 6 modules and honours

programme to be reviewed simultaneously

1st semester 2013

PRR writer = ??

Physics Department, 14 modules and Hons to be reviewed simultaneously

2nd

semester PRR writer = ??

Computer Science and Software Engineering

BSc Information Technology BSc Hons Information Technology

Professional council (British Computer Society)

Scheduling reviews (with Annah)

Geography Department, 11 modules, 2 Hons and 1 coursework masters to be reviewed simultaneously

To be scheduled

Zoology Department, modules and Hons

Faculty of Education Educational Psychology

MEd Educational Psychology; BEd Hons Educational Psych

18-19 March 2013: external panel in preparation for prof council. June 2013: professional council review (HPCSA). PRR writer = Lyn (Leonie as shadow)

Educational Leadership and Management

MEd Educational Leadership & Management (Coursework) HoD: Gerda Bender

March 2014 (internal review of modules); End 2014 (review of programme); 2014 (external)

Faculty of Management

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Department Programme(s) Site visit

IPPM BCom Industrial Psychology BCom Hons Industrial Psych (MV)

16-18 April 2013 PRR writer = Lyn

ND Human Resources Management (HRM); BTech HRM; BA HRM; BA Hons HRM; BA Hons Human Resource Development; BA Hons Employment Relations; BCom HRM; BCom Hons HRM; BCom Hons Human Resource Development; BCom Hons Employment Relations; MCom & MPhil in Leadership Performance and Change (coursework); MCom & MPhil in HRM (coursework); MPhil in HRD (coursework); MCom & MPhil in ER (research); PhD in LPC; PhD in HRM; PhD in HRD; PhD in ER (MV)

21 Oct 2013

Practical Psychometry (SLP) (Linda Fourie responsible)

June 2013: prof council (HPCSA)

Non-subs in dept

Transport and Logistics Management

ND Transport Management ND Logistics (Cat B) (MV)

Completed

Certificate in Road Transport (Freight); Certificate in Road Transport (Passengers); Diploma in Road Transport (Freight); Diploma in Road Transport (Passengers); Diploma in Transportation Management (NSWPs) (DW)

22-23 May 2013 PRR writer = Lyn

Programme in Logistics Management; Diploma in Logistics Management (NSWPs) (DW)

Aug 2013 SER writer = Rina

BTech Logistics; BTech Transportation Services (MV)

End Sept 2013 SER writer = Leonie (workshop to be scheduled) PRR writer = ?

Marketing Management

BCom & BCom Hons Marketing Management (MV & DW)

4-7 June 2012

ND Marketing Management BTech Marketing Management (MV)

29 Oct-1 Nov 2012

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Department Programme(s) Site visit

Certificate in Customer Centricity; Certificate in Marketing and Sales (NSWPs) (DW)

June 2013 PRR writer = Rita

ND Retailing; Introduction to Retailing(SLP); Retailing Support (SLP); Advanced Retailing Management (SLP). (DW)

June 2013 PRR writer = Rita

Business Management Certificate in Business Man (Project Man) (NSWP) (DW)

30-31 Oct 2012

BCom Intrapreneurial Management; BCom General; Diploma in Entrepreneurship ; Diploma in Management (MV)

30-31 Oct 2012

MCom Business Management (coursework) (Adri Drotsky responsible)

Mock panel in 2013; Mid 2014 (professional accreditation)

Non-subs in dept

Information and Knowledge Management (IKM)

BA Info Man; BA Hons Info Man (MV)

Week of 15th July 2013

BCom Info Man; BCom Hons Info Man (MV)

Sept 2013?

Applied Information Systems (AIS)

BCom Hons IT Man; Adv IT Project Man (SLPs). (MV & DW)

28 – 29 Oct 2013

Depts of Hospitality and Tourism

ND Hospitality Man (PRR writer = Lyn); ND Tourism Man (PRR writer = Rita); BA Tourism Development (PRR writer = Ronnie – MV to follow up on Ronnie’s availability because we can’t get hold of her) (MV)

23 – 24 July 2013

Review of postgraduate programmes

2014

FADA

Interior Design ND Interior Design; BTech Interior Design; MTech Interior Design; Department (MV)

6 – 8 August 2012

Jewellery Design ND Jewellery Design; BTech Jewellery Design; Department

23 – 25 July 2012

Architecture BA Architecture 15 – 19 May 2013: professional council (SACAP)

Graphic Design (Deirdre Pretorius)

BA Graphic Design 5 – 7 Aug 2013 PRR = Esther (tbc)

Meeting with Dean

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Department Programme(s) Site visit

FEBE Engineering Management

Postgrad reviews (6 coursework modules)

June 2013: coursework Masters. Gerda to let us know when. PRR = to be appointed

Faculty-wide Postgrad reviews (research) 23 – 26 Sept 2013: research Masters (Gerda Lubbe = SER writer) PRR = to be appointed

Construction Management

Professional council visit conducted 23 – 27 July 2012

Quality and Operations Management

ND Management Services; ND Operations Man; Two panels (??)

1st week Oct 2013 (Gerda to confirm) SER

writer: Gerda Lubbe

Electrical Technology Professional council

BIng ECSA

Town and Regional Planning

Professional council in 2013.

Faculty of Law

LLM International Law 2012

Module reviews in 2011 2011

LLB (national review) 2015

Reviews in faculty

LLM Human Rights (HoD = J Calitz) Not scheduled

Research M and Ds Not scheduled

Only 1 non-subs (Prof Dawie de Villiers = responsible)

Faculty of Health Sciences

Somatology ND Somatology End May 2012

Sport Management ND Sport Management Not scheduled yet

Nursing BCur 18 – 20 June 2013 PRR writer = Leonie

Biokinetics Late April

Biomedical Technology

2nd

semester

Homeopathy

MTech Homeopathy (incl. modules from Dip and BTech)

Not scheduled yet

Chiropractic

Environmental Health May/June 2013

Depts of Optometry, Biokinetics and Nursing

Review scheduling

FEFS

Economics and Econometrics (MV & DW)

BCom Economics and Econometrics; Bridging Programme in Economics (NSWP); Advanced Diploma in Economics (taken out?); Diploma in Banking (modules)

25 – 27 Sept 2013 PRR writer = Ronnie

All postgraduate programmes Oct/Nov 2013

Financial and Investment Management

MCom Financial Management (coursework) (MV)

May 2013

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Department Programme(s) Site visit

MCom Financial Management (research); MCom Investment Management (research); PhD Finance; DCom Financial Management; DCom Investment Management (MV)

Oct/Nov 2013

Bridging Programme in Financial Management; Certificate in Financial Management; Diploma in Investment Analysis and Portfolio Management (NSWPs) (DW)

End July 2013

BCom Hons Property Valuation and Management

Prof council review

CIMA stand-alone SLPs Prof council review

Commercial Accounting: (MV & DW)

Module reviews: Cost and Financial Management 1A&1B; Financial Accounting 1A&1B

20 June 2012

Commercial Accounting (DW)

Module reviews: Cost and Financial Management; Financial Accounting; Auditing and Internal Control; Applied Accounting Skills; Costing and Estimating

20 – 21 June 2013 PRR writer = Esther Chair = George

Programme in Commercial Accounting (SLP)

Sept 2013

Accounting (MV & DW)

Reviews in dept Site visit May 2013. Professional council visit in 2014.

Certificate in Corporate Governance (SLP)

Departmental process

BCom Hons (Accounting); BCom Hons (Tax); BCom Hons (Internal Auditing);

Not scheduled yet. PRR writer = Esther

Advanced Diploma in Accountancy; Bridging programme in Accountancy (NSWP)

Not scheduled yet. PRR writer = Esther

Table: Reviews in Academic Development, Service and Support Divisions (April 2013)

Division Unit Site visit

Academic Development and Support (IP)

ADC 6 – 9 March 2012

PsyCAD 9 – 13 May 2011

Expenditure (MV) Whole division 15 – 17 August 2012

Human Resources (MV)

Whole division Sept recess 2013

ICS (IP)

AVU 2013

Computer labs

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Division Unit Site visit

Institutional advancement (MV)

Student marketing Postponed till 2013

Occupational health (IP)

End 2011

Research and innovation (HG)

Research office End 1st semester 2013

Student affairs (IP)

Student accommodation and residence life

19 – 24 May 2013 PRR = Rita

Operations (IP & HG)

Protection Services (IP) Not scheduled yet

Transportation Services (HG) 20 – 22 Nov 2013 SER writer = Rita PRR = Lyn (tbc)

IOHA (Institutional Office for HIV and AIDS) (HG & DW)

16 – 18 Oct 2013 SER writer = Lyn; PRR writer = Leonie.

Table: Faculty reviews:

Faculty Site visit Progress

Humanities 12-16 Aug 2013 17 Jan 2013: Faculty Review Management Committee meeting (with A. Habib as chair) to discuss progress. 13 March 2013

Health Sciences 2-5 Sept 2013 17 Jan 2013: Faculty Review Management Committee meeting (with A. Habib as chair) to discuss progress. 20 March 2013: discuss faculty review 15 April 2013: discuss faculty review

The following progress has been made with the achievement of the UQP goal on sustaining,

supporting and improving the UJ Quality Promotion System:

Table: Supporting the UJ Quality Promotion System

Performance indicators

Progress towards targets

a) UJ Quality Progress

Report.

The second UJ Progress Report was approved by the

MEC in March 2013 and submitted to the HEQC by the

end of March 2013.

b) Implementation of the UJ Quality Promotion Plan

A report on the implementation in 2012 was presented to the STLC as a PPT presentation, while a full written report was submitted and presented to the ELG. Key commendations and recommendations w.r.t. programmes were reported.

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c) Finalise the Quality

Framework for Non-

subsidised Programmes

for approval by the MEC

and/or Senate.

(i) The Framework was reworked as a policy with

separate procedures (by the Dean of the Faculty

of Law) and submitted to MECA for approval. It

was decided that one document should be

developed and that the outstanding issues should

be addressed by a task team with the DVC:

Planning as chairperson.

(ii) A proposal on the HEQSF alignment of non-

subsidised whole programmes has been

developed and submitted to MECA for approval in

April 2013.

d) Develop a set of

guidelines for UJ

academic and support

staff on the

implementation of RPL.

The RPL Task Team (with Prof De Kadt as chairperson)

has met twice so far to finalise the guidelines for the

students (developed by Prof Von Warmelo). Once this

has been done, the guidelines for UJ staff will be

finalised.

e) Oversee and guide the

development of a

framework for student

involvement in quality

promotion.

(i) One UQP staff member (Mr Vongo) is exploring the

topic. He presented a workshop on the topic to the

Garmin Group (an inter-institutional discussion forum

for staff in quality offices at SA universities) in

February 2013.

(ii) He will attend a conference in Glasgow, Scotland in

June – one of the conference themes is student

involvement in quality enhancement. He will also

meet individuals from Scottish and British universities

to explore the topic further.

(iii) He is also working on his PhD (on the same topic)

with Prof Gerrie Jacobs as supervisor.

f) Oversee and guide

research on the roles,

criteria, etc. of relevant

professional councils

with a view to develop a

UJ protocol for

professional council

visits.

An initial list of professional councils has been drawn up.

Permission from the Registrar has been obtained to

collect more information from the faculties, e.g. on the

status of the council/statutory body, purpose of campus

visits, etc. Dragana Weistra will collect additional

information from the faculties.

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g) Faculty reviews The UQP provide support with the two faculty reviews

planned for 2013, namely the Faculty of Humanities and

the Faculty of Health Sciences. The Faculty Review

Management Committee has met twice so far, and the

two staff members involved in these reviews (i.e. Ina

Pretorius and Hester Geyser) have met twice with the

Faculty of Health Sciences to discuss the process, etc.

h) Sustained and

committed participation

in UJ committees and

structures, i.e. the

STLC, Faculty Quality

Discussion Forum,

Division Quality

Discussion Forum,

Community

Engagement

Committee, Faculty of

Humanities Quality

Committee , UJ Quality

Conferences, PWG,

RPL Task Team, WIL

Task Team, CE

Advisory Board.

UQP staff members are members of all these

committees - attend meetings regularly and provide

support as required:

The following meetings were organised and conducted

by the UQP:

(i) Faculty Quality Discussion Forum met on 12 March

2013. A number of quality-related matters were

discussed, e.g. HEQSF alignment of programmes,

including non-subsidised programmes; programme

reviews, etc.

i) Monitor and support the

submission of

improvement plans and

progress reports to the

STLC and other

committees (according

to the reporting lines).

Preparation of improvement plans has been identified as

one of the potential risk areas. Prof Geyser and the

relevant Faculty contact persons in UQP will provide

support, but also serve as critical readers before these

plans are approved in the faculty.

j) Benchmarking UJ

Quality system;

contributing to

external/national higher

education structures,

associations and

forums, e.g. HEQC,

SAAIR, international

conferences, GARMIN

(i) Two UQP delegates attended the CHE Quality

Assurance Forum. The workshop focussed on the 2nd

cycle of audits; the national review of social work;

and an update on the HEQSF.

(ii) On February 2013 UJ hosted the Garmin Group.

Institutions which attended were NMMU, NWU, UFS,

UCT, SU and UJ. On the first day, the discussions

centred on Student engagement in quality processes.

The attendance of three members of UJ’s SRC was

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Group, etc.

especially encouraging: we hope to follow-up on the

contacts made. On the second day, Challenges

encountered during the peer review process was

discussed. All attendees participated and shared

challenges as well as best practice. Feedback from

other participants confirmed UJ’s perception that the

Discussion Group was worthwhile and very

informative.

(iii) ESA/SA-EU QA Colloquium on 3-5 April in

Stellenbosch. Main these, the roles of quality

managers and the shift in focus from QA to QE of

teaching and learning. (A report has served at the R-

Exco of April 2013).

k) Contribute to an

increasing focus on

scholarly engagement,

involvement and

outputs.

The UQP has held a strategic breakaway and conducted

a SWOT analysis in February 2013. A follow-up session

is scheduled for April; combined with a reflection on

insights gained during the Garmin group and the HESA

conference. One of the goals is to identify a relevant

research project for the office.

l) Oversee and support

the implementation of

the MoU with Edge Hill

University.

Ina Pretorius serves as the UJ contact person. A quick

survey by the Registrar indicated that the Faculty of

Health Sciences will be continuing interactions and

collaborations with EHU in 2013.

The following progress has been made with the achievement of UQP goal on the

enhancement and contribution to the effective functioning of the Unit for Quality Promotion:

Table: Effective functioning of the UQP

Performance indicators

Progress towards targets

a) Provide effective

leadership and

management of the

human resources of the

Unit to optimise the

Unit’s core functions.

(i) Monthly staff meetings are held with a formal agenda

and minutes (decision register) of the previous

meeting.

(ii) Monthly updating of the UQP Tracking System (by all

staff members, but managed by Dragana Weistra) is

undertaken. This is an important tool in HR

management in the UQP.

(iii) Similarly, Ina Pretorius is responsible for the

management of peer review report writers.

(iv) Dragana is responsible for overseeing the three

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student assistants (2 for UQP and 1 for DIPEM) and a

set of guidelines and allocation of responsibilities have

been developed in consultation with DIPEM.

(v) Dragana Weistra plans to take maternity leave from

June. The UQP is discussing the appointment of a

temporary replacement cum research assistant in the

Unit.

b) Provide effective

leadership and

management of financial

resources of the Unit to

optimise the Unit’s core

functions by limiting

budget variance

expenditure to not more

c) than 5%; keeping capital

expenditure within

budget, and by

complying with the

institutional indicator on

encumbrances

transferred to next year.

Monthly staff meetings are held with a formal agenda and

minutes (decision register) of the previous meeting. A

standing item on the agendas of these meetings is the

financial record of the Unit’s expenses, management of

financial resources, etc. Violet Pienaar is responsible for

financial administration in the Unit.

d) Provide effective

leadership and

management of

infrastructural resources

of the Unit to optimise

the Unit’s core functions.

On-going. This is also a standing item on the UQP

agendas for the monthly meetings.

e) Develop a culture of

performance by

implementing the UJ

Performance Contract

system in the Unit.

Performance contracts have been drawn up. Individual

meetings with the staff members have to be done in April

2013.

f) Oversee and contribute

to activities that address

the professional

development, wellness

and overall resilience of

the UQP staff.

Wellness and transformation activities have been

combined and a combined program for UQP and DIPEM

developed and approved by the UQP. These include:

(i) Birthday celebrations, baby showers and cultural

celebrations.

(ii) All the UQP staff attended the UJ Staff day on 20

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g) Increase participation in

cultural integration

activities to at least two

(institutional/ UQP)

events.

March 2013 on SWC. The Unit played an

instrumental role in the development of the

Registrar’s poster, depicting one of the UJ values.

h) Establish an open and

conducive climate, e.g.

via periodic

brainstorming and self-

reflection sessions.

One break-away session was held in January and

included a SWOT analysis of the office. The follow-up

activities, combined with a reflection on insights gained

during the Garmin Group and the HESA colloquium will be

done to decide on the way forward.

i) Liaise with partners in

the support sector of the

University and external

role players.

Closer collaboration with DIPEM was done in the

development of the proposal of the HEQSF alignment of

non-subsidised whole programmes, as well as the first

meeting of the Quality Discussion Forum for Faculties.

j) Oversee and guide the

development and

regular updating of a

website for the UQP.

Dragana Weistra has developed the UQP website in

February 2013. Further updating, as needed, will also be

undertaken by Dragana.

k) Oversee and support

the development and

regular updating of a

tracking system for the

UQP.

One UQP staff member, Dragana Weistra, is responsible

for the regular updating of the UQP Tracking System.

Regular meetings are held with UQP staff members to

achieve this.

l) Oversee the

management of the

student assistants in

UQP.

One staff member in the UQP has taken on this

responsibility. See staff organogram below.

5. RESOURCE MANAGEMENT

5.1 Human Resources

The UQP consists of five staff members and two student assistants. All five staff members

have permanent appointments.

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Figure: UQP organogram

As far as gender is concerned, the UQP staff component (including student-assistants)

consists of:

Males: 1 (29%)

Females: 6 (71%).

REGISTRAR

UNIT FOR QUALITY PROMOTION

HEAD: UQP

Prof Hester Geyser

EXECUTIVE SECRETARY

Ms Violet Pienaar

COORDINATOR: QUALITY PROMOTION

Mr Mthu Vongo

COORDINATOR: QUALITY PROMOTION

Ms Ina Pretorius

FACILITATOR: QUALITY PROMOTION

Ms Dragana Weistra

STUDENT ASSISTANTS

Ms Zanele Mtwecu

Ms Andile Ngobese

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In terms of race, the staff component consists of:

African: 3 (14%)

White: 4 (86%).

The UQP organises regular in-house capacity development opportunities for its own staff. The

following opportunities have been scheduled for April-May:

(i) Curriculum design

(ii) Interactive Qualitative Analysis Research Methodology.

Development opportunities external to the UJ were also utilised. See Stakeholder

Engagement (at national level) below.

5.2 Financial Management

In UQP, the secretary, Ms Violet Pienaar, provides support w.r.t. procurement, payments, and

related financial transactions. All purchases are discussed in the Unit. The financial

statements are included in all the agendas for staff meetings.

6. STAKEHOLDER ENGAGEMENT

6.1 National Involvement

National engagement includes attendance of/visits to:

(i) A small inter-institutional quality discussion forum (the Garmin Group) – UJ hosted the

event in February 2013. Twelve persons attended (see (j) on benchmarking above).

(ii) A CHE Quality Assurance Forum attended by Mthu Vongo and Dragana Weistra on 18

March 2013.

(iii) A HESA/SA-EU QA Colloquium from 3-5 April in Stellenbosch.

6.2 Internal Engagement

Within UJ, staff members of UQP were involved in the following engagement activities:

(i) One Quality Discussion Forum was held on 12 March, attended by 20 persons from 7 faculties.

A number of quality-related matters were discussed, e.g. HEQSF alignment of

programmes, including non-subsidised programmes; programme reviews, etc.

(ii) UQP members serve on a number of UJ committees, task teams and working groups

such as the STLC, the PWG, CEAB, the RPL working group and the WIL working

group.

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7. ENVIRONMENTAL SUSTAINABILITY

The use of paperless meetings has been cascaded down within the institution and UQP staff

members are being encouraged to implement paperless meetings.

Environmental sustainability efforts include full support of UJ’s waste management and

recycling initiatives by recycling paper, limiting printing to both sides and switching off lights at

night.

8. LEADERSHIP FOOTPRINT

Internally, the UQP provides leadership/expertise in a number of areas, such as:

(i) The development of the document, Quality management of Continuing and

Professional Development Programmes in collaboration with a staff member from

DIPEM.

(ii) A set of guidelines for academics/staff on the implementation of RPL in faculties.

(iii) The development of a framework for student engagement in quality promotion (in

process).

(iv) The development (in consultation with UJ staff members) of the UJ Progress Report II

(in response to the UJ Improvement Plan) and the identification of follow-up activities.

(v) The faculty reviews to be conducted in 2013, especially with the site visits, SER

development, etc.

9. CONCLUSION AND THE WAY FORWARD

The flexibility of the UJ Quality Plan, combined with the decision to review all programmes by

2015, poses an on-going challenge to the UQP: customising support for the different kinds of

reviews (e.g. module reviews, combined programme and departmental reviews, non-

subsidised programmes, etc.) and keeping track of the progress in faculties and in the service

and support units are on-going challenges. The UQP remains responsible for the

custodianship of the quality review processes. Regular communication with the faculties,

more specifically HoDs, as a way to address this concern, was initiated in 2012 and must be

continued and extended in 2013.

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