Periodic Review - Secretary Guidance and Checklist

IMPORTANT – please first read the Guidelines for Periodic Review of Programmes

Identifying review panel members/review date/review programme:
•	Inform External Relations (Samantha Benson) of the date of the review and the need to
invite relevant alumni to meet the panel. 
•	We should avoid a completely homogeneous panel, or one that may appear that way.
•	Ask External/Student Panel Members to forward a photocopy/scan of their passport to the Secretary in advance of the Periodic Review.  Ask External Members to sign External Experts Confidentiality Statement.
•	On day of Periodic Review, Secretary is to conduct a UKVI Right to Work check (RTW check involves confirming their ID, secretary signs, dates, and files a copy). 
•	The Secretary should ask the Chair of the Panel or perhaps the Course Management/Teaching teams if they wish to take the members of the Panel out to dinner during the review, if it is being held in person. 
•	If the review is being held in person, it might be necessary to provide catering for any alumni or employers invited to meet with the panel. 

Logistics: (usually organised by the Academic Quality Administrator upon instruction from the Secretary)

On-campus
•	Book a room to hold the review in and also for catering (if a separate room is necessary) and raise any ‘Service Desk Portal’ requests for any special lay-out of furniture, partition removal, etc.
•	Book a holding room for Course Management/ Teaching teams for any briefing/de-briefing pre and post meetings with the Panel.
•	Will need a pc and projector in the review room (e.g. if there is need to display any documentation, websites, VLE etc). 
•	Request a key for the review room in case Panel wish to leave personal belongings inside.
•	Order catering (at least one week in advance) for the Panel and for others they might be having lunch with e.g. students/graduates/employers. Check any special dietary requirements. It’s not usually necessary to provide catering for RVC personnel meeting with the panel. 
•	Book in visitors on the intranet so they may collect Visitor passes at main reception upon arrival – how will they travel? If by car, give vehicle registration to security and ask them to hold a parking space(s).
•	You may need to ask a colleague to be available to meet and greet visitors so that you can remain in the review room. 
•	Accommodation – do you need to book external/student panel members accommodation?
•	Travel – do you need to book external/student panel members travel?
•	Wi-Fi code and IT Guest Accounts – to give to external/student Panel members on the day for checking their emails as Eduroam does not always work, therefore register each external panel member.
•	LEARN access to be arranged for Panel from the time they receive the review documentation and for two weeks after the review.

Online
•	We typically use MS Teams, but Zoom is also ok.
•	Add ~10mins to the scheduling of the meetings to ensure that all those required can make it into the meeting. This does mean that the host/secretary needs to be sat waiting to allow people in.
•	Allow time in between meetings for the Chair and Secretary to prepare for subsequent meetings, writing up of the report, and sorting out IT queries/issues etc.
•	Spread out the programme over two half days. This enables panel members to sleep-on their thoughts as well as potentially providing the Chair, Secretary, and other panellists’ time to do other non-periodic review related tasks.
•	Avoiding meetings around school drop-off and pick-up times can be preferable for those with childcare/caring responsibilities.
•	Chair or Secretary to remember to start each meeting with some ‘housekeeping’ (see example list below). 
•	Remind all participants to take care to use the links provided for each meeting and not to try and go back into a previous link/call.  The link probably won’t be the same for every meeting. 

Housekeeping
•	The meetings will be recorded for the purpose of writing up the report only.
•	Please mute mics when not speaking so that the sound quality is improved. 
•	The call quality can sometimes be improved when cameras are off. This might be requested by the Chair or Secretary. 
•	Please use the hand raising facility and the Chair will pause to enable people time to unmute and ask a question. Alternatively, you might be asked to turn on your camera and mic when you wish to speak. 
•	Note if a presentation will be available in advance of the meeting. 
•	It would be helpful to have a lead spokesperson who can direct the panel’s question to the appropriate person for a response.

Documentation:
•	The Course Director should be prompted to consider how they will ensure that staff due to meet the Panel are ready to do so and have read the contents of the SED. 

Panel:
•	Ensure the panel know their role (e.g. terms of reference, process, payment etc).

Report and Payments:
•	Ensure that all outstanding required/recommended actions are transferred into the action plan by the Course Director in the next Annual Quality Improvement Report. 
•	Ensure that the CMC is asked to consider the AQIR appendices and that the minutes of the CMC are sent to TQC. 
•	Pay the external/student panel members their fee and expenses – the expense claim goes to finance in Camden and the fee is processed by Payroll, Hawkshead. 
Reaccreditation Charges e.g. if Periodic Review is combined with Reaccreditation:
Fee claim charge code: 2400.UGR.4747
Expense claim charge code: 2500.UGR.4747

Otherwise, the codes are:
Fee claim: 2400.UGR.1909
Expense claim: 2500.UGR.1909

IMPORTANT – if you have any suggestions on how to improve the content of this document, please amend using track changes and send to the Academic Quality Manager.  Thank you!