Governance

Policies and procedures

Policy No.
UP13/9
Function
Teaching And Learning
Authoring Organisational Unit
Educational Enhancement Unit - Central Unit
Date Approved
02/10/2013
Next Review Date
01/10/2018
Approving Body
Senior Deputy Vice-Chancellor And Registrar

The University of Western Australia

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University Policy on: Students’ Unit Reflective Feedback (SURF) Survey Data and its Dissemination

Overtype “Policy Name” with the name of the policy.  This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses.  This section is designed to stand alone.  The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for.  It must not be longer than 200 words. 

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters.  It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.

This policy outlines the Students’ Unit Reflective Feedback (SURF) on-line survey tool and clarifies the principles that guide the dissemination of SURF evaluation data at the University of Western Australia.

Definitions:

the University means The University of Western Australia

Place your cursor immediately under the definitions heading to get the definitions style.

Policy statement:

1. SURF Survey Tool

1.1 Students evaluate their units via the on-line SURF survey towards the end of every semester or teaching period.

1.2 The six-item questionnaire asks students to express disagreement/agreement on a four point scale with the following statements:

1.2.1 It was clear what I was expected to learn in this unit

1.2.2 The assessment requirements were clearly stated

1.2.3 The assessment tasks were closely linked to the unit objectives

1.2.4 The unit was well organised

1.2.5 The learning resources (handouts, text, web resources, etc) were adequate for my study in the unit

1.2.6 Overall this unit was a good educational experience

1.3 SURF results are stored on a secure database at https://surfr.uwa.edu.au which is maintained and supported by Uni IT

1.4 SURF is administered by the Educational Enhancement Unit.

2. General Principles for the Dissemination of SURF Data

2.1     The University relies heavily on SURF surveys as a reliable source of information on the quality of the learning experiences within units.

2.2     Given that students are asked to provide evaluative survey feedback via SURF in respect of every unit in which they enrol, it is reasonable and respectful for the University to report back to students on the results of those surveys, and any consequential actions taken. 

2.3     The University views students as responsible co-developers of their educational experiences.

2.4     The reliability of SURF survey data is crucially dependent on a good response rate.  Providing students with the results of unit evaluation surveys will encourage them to participate more actively and responsibly in the evaluation of units.

2.5     Information on unit quality is widely shared between students on social media, in alternative handbooks and by word-of-mouth and often used in making unit selections.  Making SURF survey results broadly available to students will increase the likelihood that their unit selection decisions are based on reliable sources of data.

2.6     Any unit evaluation information that is provided to students must also be made available to all academic staff.

2.7     SURF results at the individual unit level are reported only to University students and staff.

Procedures

To be formulated by the Educational Enhancement Unit.

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if the policy does not already have a University Policy number, apply for one by completing the form at http://intranet.uwa.edu.au/archives/new_university_policy_number (Control and click to follow the link.)

include the University Policy number in the relevant table box in the template; and

complete the relevant approval date and any other table boxes at the end of the template that have not yet been completed.

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Appropriate Director emails (rorett@admin.uwa.edu.au) the policy to University Records for storing in TRIM and publishing on the University Policies website.

Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy.  It must be written in clear, precise and direct language.  Short sentences are preferable.  Any specialist words or acronyms must be defined at the beginning of the statement.  (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text.  The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures.  Note: Administrative procedures can be approved by the relevant Director.

Related forms: (Link)

Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made.  Forms must reflect policy and must not be used to create policy.

TRIM File No:

F54462

Insert the appropriate TRIM file number.  All policies must have a TRIM file for storing information relating to policy development and other related information.  Note this is not the policy number.  Apply for a TRIM file number at http:/intranet.uwa.edu.au/page/38742

Contact position:

Dean of Coursework Studies

State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary.  Note: As this will link through to the University’s Contact Directory, the position name must be given exactly as it appears in that directory.

Related Policies or legislation:

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s).  If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

Make an enquiry to Archives and Records.

Seek help from staff in the relevant section. 

If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s). 

Switch off the instructions by clicking the hide/show button on your toolbar.

Check the content of the document for clarity and accuracy.

Submit the document to the relevant position or body for approval.

When the document is approved -

if the policy does not already have a University Policy number, apply for one by completing the form at http://intranet.uwa.edu.au/archives/new_university_policy_number (Control and click to follow the link.)

include the University Policy number in the relevant table box in the template; and

complete the relevant approval date and any other table boxes at the end of the template that have not yet been completed.

Save the document in Filtered HTML format to a convenient location on your network drive (Go to File – Save As and select Web Page, Filtered from the drop-down list under the filename box.)

Apply the style-checker as follows:

Go to the following URL http://www.admin.uwa.edu.au/policytidy (Control and click to follow the link.)

Browse to find the policy document you have saved in Filtered HTML.

Hit “Submit” to bring up the preview of the converted document.

Check for errata and mis-processed characters.

Once the document is correct, click on “Download Document” to download the document to the preferred folder on your network drive.

Appropriate Director emails (rorett@admin.uwa.edu.au) the policy to University Records for storing in TRIM and publishing on the University Policies website.