1. Purpose
The purpose of this report is to summarise and analyse the quarterly reports on the liaison scheme from May 2003-April 2004. It is also intended to highlight work which has been undertaken, is in progress and which will be undertaken in the near future within the liaison scheme. The report will highlight matters or areas where further consideration about the scheme itself is required. Details of the liaison scheme can be found in the briefing paper for the liaison scheme.
2. Introduction
Since its introduction in March 2003, over 70 liaison visits have been made to higher education institutions (HEIs), as well as a considerable number of interactions by email and telephone. (These figures are in the process of being updated and are, therefore, approximate). It is not compulsory for an HEI to make use of its liaison officer (LO); however, at the moment only two HEIs in Wales, England and Northern Ireland have decided not to participate.
The relationship between an LO and their allocated institutions is guided by the principles set out in a briefing paper which was agreed by HEIs and LOs. The role is driven by these principles rather than by a process which allows HEIs and their LOs to develop a relationship that is mutually beneficial and takes into account the particular circumstances and ethos of the individual HEI.
The scheme has been evaluated twice, in October 2003 and again in March 2004. These evaluations show that, on the whole, HEIs have welcomed the introduction of the scheme and await concrete outcomes. Within the Agency there are some resource issues to be addressed in terms of the allocation of HEIs to new staff.
3. Analysis of themes: 2003-04
During the last year HEIs were most interested to discuss the following themes:
- institutional audit;
- institutional matters (eg description of the ethos of the HEI, restructuring plans, change of staff etc);
- the Cooke Report/TQI;
- the liaison scheme and
- the Academic Infrastructure, particularly programme specifications.
Collaborative provision, university title and developmental engagements also featured prominently. Discussions about the 'Learning from…' series of publications, while less frequently discussed through liaison, certainly provoked interest when raised in conjunction with other work.
The areas of institutional audit, the Cooke Report/TQI and programme specifications, when considered together, led to the first piece of work specific to the liaison scheme. This is a survey of the use of programme specifications across Wales, England and Northern Ireland. It became apparent, through analysis of these particular themes, that there was a common link – the implementation of TQI together with the series of round table meetings of programme specifications had led to some confusion and concern among HEIs that, if programme specifications had not been implemented in a particular way and with a particular purpose in mind, this might attract adverse comment in the audit process. The purpose of the survey was to provide the Agency with as accurate a snapshot as possible of the current purposes, use and benefits of programme specifications across the UK (excluding Scotland). This will provide the Agency with some initial information on which it can base a decision to either carry out some more detailed exploratory work, through the liaison scheme or otherwise, or begin some revision of the current guidelines and/or the examples contained in that document.
The liaison scheme also indicated a need to consider the timeliness of publications such as the 'Learning from…' series. However, this work is being carried out elsewhere in the Agency and some LOs are involved in that work. The liaison function is happy to support this work when and however possible.
4. Matters arising over the last year
The liaison scheme has not had a particularly easy first year. In terms of additional workload for staff, this is not surprising. Staff are also being asked to work within a role which is not process-driven and where the important thing is to develop a relationship with individual HEIs. It has been pointed out that this lack of common process means that the outcomes of thematic analyses may need to be qualified because of the different ways in which individual liaison officers work with their institutions. However, in the two evaluations that were carried out during the course of the year, a majority of HEIs stated that they welcomed the role and its emphasis on the individual HEI. Indeed one of the main reasons for developing the liaison scheme in the first instance was a desire from the sector for a relationship with the Agency that would go beyond process. Some staff also felt that acting as an LO was helping them to develop not only their knowledge of the sector but also their knowledge of the work of the Agency. It is clear that further work is required on developing a shared understanding of the liaison scheme across the Agency.
There has also been some difficulty in deciding upon a theme on which further work could be carried out. The time taken to reach agreement on this area then impacted on the timescale available in which to carry out the work. However, it is to be expected that these are 'teething problems' which will be overcome as the role becomes more familiar and more embedded. It can then begin to focus less on start-up issues and more on the kinds of outcomes for which is was intended, ie matters suggested by and of use to HEIs.
As part of the development of the scheme, a process for recording interactions between the LO and the HEIs was implemented and tested.
5. The way ahead: 2004-05
The first year of operation of the liaison scheme has shown its potential as a means of developing good relations between the Agency and individual HEIs, as an information source and as a means of feeding into other Agency work. The role will aim to consolidate this position over the coming year. As stated above, consolidation of an understanding within the Agency of the benefits of the scheme is necessary.
At some point in the coming year, the liaison group will need to consider the provision on the file note template for confidential information. A view on how often it is used and how valuable it is to HEIs should be taken.
In terms of benefits to HEIs, it is hoped that it will be possible to put into practice some of the ideas that institutions themselves have raised over the last year; for example, to run one or two round table meetings where the agenda is set by the HEIs with Agency staff facilitating the event. We will also aim to enhance the knowledge of Agency staff and HEIs’ experience of the scheme by working more closely to develop ways by which certain groups/types of HEI can engage with the liaison scheme. For example, we have had some discussions with representatives of conservatoires, who, while very happy with their allocated LOs, have suggested that there might be further ways in which those LOs can learn more about this particular part of the sector. We hope to extend this type of networking to other types/regions of institutions.
It is anticipated that the liaison scheme will also provide the Agency’s Executive and Board of Directors with a valuable mechanism for understanding the views of individual institutions. This level of interaction will also assist liaison officers in determining themes on which they might work further.
Finally, the liaison scheme also delivers small but tangible benefits, such as an LO being in the position to initiate contact between two HEIs that they know are working on similar matters or where one HEI might be in a position to offer their experience in a certain area. This sort of informal networking amongst the sector is appreciated and functions well.
6. Conclusion
The major issue over the last year has been the implementation of the LO role. In the minds of the majority of HEIs, this has been achieved successfully. Over the coming year, our challenge is the consolidation of the role, together with the promotion of its benefits to the Agency, its staff and HEIs.
FRC
10th August 2004
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