As Programme Director, you are the primary representative of the programme. In this role, you will meet with different stakeholders and committees to discuss programme-related matters. Many of these bodies have a formal role within the UT's governance structure, and specific topics must be discussed with them and may require their formal advice. With other stakeholders, the nature and frequency of the interaction are more flexible and can be shaped together based on the needs and priorities of the programme.
Discuss with and ask advice from the Programme Committee on educational matters at programme level
The Programme Committee (PC) is the formal participation body for education and consists of students and teachers of the programme. Based on WHW art. 9.18.1d, they have the formal right of advice on all matters related to maintaining and improving the quality of the programme. Furthermore, they play a key role in the annual revision of the EER, the Education and Examination Regulations (WHW art. 9.18.1a, 1b and 1c).
As you are the formal discussion partner of the PC, you will be invited to their meetings. In consultation with the Chair of the PC, you determine the agenda and decide which topics require discussion.
You, as Programme Director, will put some topics on the agenda, for example when you are required to seek the PC's advice. Other topics may be raised by the PC itself based on issues, concerns, or suggestions from students and staff.
Resources on cooperating with the Programme Committee
- video on how to cooperate with the Programme Committee:
Inform and ask advice from Examination Board on matters regarding quality of assessment in programme
The Examination Board is another formal body that has an important role in the programme. Its primary responsibility is to determine whether the student has met the requirements for graduation (= Programme Intended Learning Outcomes, PILOs), as described in the EER and therefore is entitled to receive the degree (WHW art. 7.12.2). As evidence of this, the Examination Board hands out a diploma (WHW art. 7.11.2) accompanied by a diploma supplement (WHW art. 7.11.4).
The Examination Board also plays a crucial role in safeguarding the quality of assessment in the programme (WHW art. 7.12b.1a). In addition, they appoint examiners (WHW art. 7.12.c), decide on individual student requests (WHW art. 7.12b.1c and 1d) and determine whether a student has committed fraud and if so, decide on sanctions (WHW art. 7.12b.2).
The Examination Board operates independently and is appointed by the Dean of your faculty. As Programme Director, you are not a member of the Examination Board, but maintaining a constructive working relationship is important. You will be invited to attend some of its meetings to discuss programme developments, assessment-related matters, and issues that may affect the quality and integrity of the assessment system. The Examination Board can also be an important source of advice when programme changes have implications for assessment or examination procedures.
Resources on inform and advice from Examination Board
- video on how to cooperate with the Examination Board:
- UT framework: Assessment policy on Examination Board
- Rules and Regulations of your Examination Board (check their website)
Advise faculty board on EER and programme specific appendix of EER
The Education and Examination Regulations (EER) are the formal rules and regulations for a programme. It states the rights and duties of both the programme as well as the students. Topics are, among others, the content of the programme, information on teaching and assessment, the diploma, student guidance and the Binding Study Advice (BSA).
Every year the EER is evaluated and updated. This is mostly done at central level and discussed by the Executive Board with the University Council, which will result in a standard EER for all Bachelor programmes. Based on this standard EER, the faculties will draw up their own version of the EER. You will be asked to evaluate the Programme Specific Appendix of the EER and suggest improvements if needed. You should discuss this updated version with the Programme Committee first, to get their advice and formal approval on some parts. You will then send your proposal for the new Programme Specific Appendix of the EER, including the advice/ consent of the Programme Committee to the Faculty Board, who will then discuss it with the Faculty Council.
For Master EER there is no UT standard; each faculty makes their own.
This whole process of changing the EER has several steps and is well regulated; you will be asked for this in due time by the quality assurance coordinator in your faculty.
Resources for Advise Faculty Board on EER
- UT information on EER
- UT website on Student Charter
- EER roles and responsibilities
- EER flowchart guideline model
- video on how to cooperate with the Programme Committee:
Advise faculty board on revision and approval of internal quality assurance system
As discussed in Responsibility 1, you are responsible for the quality of the programme and for ensuring that appropriate procedures are in place to monitor, maintain, and improve that quality. At UT, quality assurance is organised through continuous Plan-Do-Check-Act (PDCA) cycles at UT level, faculty level and programme level.
As Programme Director, you are responsible for the programme-level quality assurance cycle. This includes setting expectations for course evaluation and improvement, ensuring that teachers reflect on the quality of their courses, monitoring evaluation outcomes, and supporting follow-up actions where improvements are needed, both at course level and at curriculum level.
Programme-level quality assurance is closely connected to faculty-level quality assurance. Changes in one level will affect and have implications for other levels. For that reason, changes to programme-level quality assurance procedures should always be discussed with, and advised upon by, the Faculty Board before they are implemented.
Resources on Advise Faculty Board on internal quality assurance system
Contribute to policy on education in faculty
UT has a university-wide vision on education, which describes the key characteristics of UT education. As faculties differ in the kind of programmes they offer, each faculty has made their own translation of this UT vision, so it can be implemented in the programmes.
To facilitate this, each faculty organises regular education meetings in which the Programme Directors regularly meet with the Vice-Dean of Education to discuss all kinds of developments, challenges and strategic issues related to education in the faculty.
These faculty meetings will also be used to get input on topics that will be discussed in the University Education Committee (UCOW). This committee, which includes all Vice-Deans of Education, representatives from CES and Strategy & Policy, and student representatives, serves as a formal advisory body to the Executive Board. Before the UCOW gives advice, the Vice-Deans gather input from their faculty (from all Programme Directors) to ensure good representation of all relevant stakeholders.
Resources on contribute to policy on education in faculty
Regularly meet with study association to discuss matters in the programme
The study association represents (almost) all students in the programme. Since students discuss with one another how they experience the programme (what they like, what they think needs improvement, which problems they face etc), the study association can be a very important source of information for you as Programme Director.
Each study association has an Education Officer, who is often invited to attend the Programme Committee meetings as a guest. The Education Officers from the various study associations meet regularly as well, to discuss matters regarding all UT programmes. In several programmes, the Education Officer is also invited to attend part of the Programme Management Team meetings. This can be an effective way of incorporating the student perspective into programme discussions and maintaining a direct line of communication between students and programme management.
It is also advisable to have separate meetings with (the board of) your study association, to have a more informal setting and get additional input on the student perspective.
Resources on regular meeting with study association
- Website of study association of own programme
- Website with overview of all UT (study) associations
- Website on convention of Educational Officers of study associations
Participate in different faculty or UT (steering) committees
When educational policy or practice changes, for example as a result of new university or national policies, steering committees or working groups are often established to develop recommendations or guide implementation. Since Programme Directors bring valuable experience from educational practice, they are regularly invited to contribute to these initiatives.
These committees may operate at faculty or university level. Participation offers an opportunity to share your perspective, influence developments, and exchange experiences with colleagues. You may be invited to join such a committee, but participation is entirely voluntary.