A quarterly publication of AQU Catalunya

98

July 2020

AQU Catalunya has worked quickly to adapt its procedures to the exceptional circumstances stemming from the SARS-CoV-2 coronavirus outbreak.

In terms of institutional and programme review, a series of actions have been undertaken to set in place effective protocols to maintain most of the activities covered by the VSMA framework.

Conditions at the present time and in the coming months make in-person review and the safety of all participants in the review procedure extremely complicated. In this context, AQU Catalunya has had to re-schedule the accreditation site visits planned for the period of the health emergency and during the second half of 2020 and has adapted the format of the in-person site visits, which will now be by video link.

Evidence of the Agency's work is the series of documents produced during this period to meet the needs of the system of higher education and universities in Catalonia and include:

• Guidelines for the adaptation of study programmes in health emergencies and exceptional circumstances, which include details on compulsory placement/work experience and final year projects (bachelor/first degrees) and master's theses 
• Considerations of AQU Catalunya regarding the declaration of the state of emergency and teaching in higher education.
• Protocol for action for the quality assurance of institutions and programmes due to the effects of the SARS-CoV-2 coronavirus.
• Protocol for action in the VSMA Framework due to the effects of the SARS-CoV-2 coronavirus.
• Actions by AQU Catalunya within the framework of the VSMA due to the effects of Coronavirus SARS-CoV-2.

Following the experience gained over these last few months, a series of broad challenges associated with external review procedures has been identified in this new scenario. These include:

• The management of uncertainty.
• Institutional concern with two important aspects: the teaching and learning process and external review procedures.
   
• Safeguarding the rights of students. 
   
• The excess workload of teachers.
• Ensuring the same level of quality assurance.
• The loss of personal contact in review and evaluation procedures

There is also a series of challenges at Agency-level, which include:

• Responding quickly and precisely to the needs and requirements of the system of higher education and universities in Catalonia. 
   
• Establishing effective communication with universities and other HEIs.
   
• Designing an efficient QA review procedure that avoids an excess workload. 
   
• The need to replan QA procedures quickly and smoothly.
• Organise a new format for site visits.
   
• Programme accreditation in the Health Sciences.

On the basis of experience to date, AQU Catalunya has learned, among other aspects, the importance of the following:

• Clear and concise instructions are needed for site visits carried out by way of video link (for both reviewers and HE institutions).
   
• Training for the review panels. 
• Requests by HE institutions for more accompaniment.
• The need to select a robust and easy-to-use video-conferencing system that includes a waiting room feature.
• The need to guarantee confidentiality in the various interviews.
• Institutions can submit supporting evidence by corporate e.mail.
• The format of the site visit agenda needs to be adapted.
• Sessions should not be recorded.
   

The site visit agenda is one of the aspects that has required more thought. The main features to take into account when establishing an online agenda and schedule are:

• Avoid full-day work sessions. Half-day work sessions are recommended.
• Set breaks of 10 to 15 minutes between work sessions.
• Interviews:
o Number of participants: between 5 to 8 people from the HE institution.
o The reviewers should distribute their participation during the interviews.
 

• Avoid full-day work sessions. Half-day work sessions are recommended. 
• Set breaks of 10 to 15 minutes between work sessions.
   
• Interviews:

  • Number of participants: between 5 to 8 people from the HE institution. 
  • The reviewers should distribute their participation during the interviews.

The universities were initially skeptical about the new review format and expressed their concern regarding the possible impact of the online review process on the outcome of programme accreditation. It is worthy of mention how, following the first experience, this perception changed and they expressed their satisfaction with the Agency. It is important to note that AQU Catalunya guarantees the same level of quality assurance in the review procedure regardless of the type of format used for the site visit and review and evaluation outcomes will therefore also not be affected by video-conferencing and associated online procedures.

Although this means of undertaking review and evaluation has been set in place as a result of the exceptional circumstances during the state of emergency, new models for hybrid forms of external review are beginning to be discussed that would combine the participation of a panel of experts who would visit the faculty or school in person and international members who could participate online without the need to travel.