1. Programme Site Visit
Directorate of Quality Promotion
QP_DN

2. Roles and Responsibilities 1
Chairperson
Introductions (Purpose, Procedures Outcomes)
Leads and guides the interview sessions
Coordinates the development of lines of enquiry and interview questions
Permitted to ask questions and request further clarifications
Impartial and objective – refrains from rationalising, editorialising and moralising
Summarises at the end of each session and at the end of the day
In consultation with the DQP member, may call off a site visit.
Directorate of Quality Promotion
QP_DN

3. Roles and Responsibilities 2
Directorate of Quality Promotion
Assists and advises the chairperson and panel
Guides the development of lines of enquiry and sequencing of questions
Assists the panel in pursuing critical issues
Resource person
Permitted to ask questions
May recommend the calling of an interview session
Report writer
Directorate of Quality Promotion
QP_DN

4. Roles and Responsibilities 3
Technical Expert
Assists and advises the panel on technical matters
Guides the development of lines of enquiry and sequencing of questions on technical matters
Provides critical technical expertise on programme offering
Makes judgements on the quality of the technical aspects of the programme.
Directorate of Quality Promotion
QP_DN

5. Roles and Responsibilities 4
Peer Reviewer
Assists and advises the panel on academic programme matters
Guides the development of lines of enquiry and sequencing of questions on technical matters
Provides critical technical expertise on programme offering
Makes judgements on the quality of the technical aspects of the programme.
Permitted to ask questions and request additional information
Directorate of Quality Promotion
QP_DN

6. Roles and Responsibilities 5
Programme Groups
HOD/Programme Leaders
Introduces and orients the panel to the programme, staff, students and facilities
Makes available all relevant documentation and evidence
Responds sincerely with upfront disclosures
Staff
Responds sincerely and honestly
Provides additional information and documentation
Not an opportunity to trash the HOD, faculty, TUT
Students
Not an opportunity to trash the lecturers
Directorate of Quality Promotion
QP_DN

7. Interview Observations
Introductions (welcome, rapport, set at ease)
Questioning technique and style (less interrogating, more enquiring)
Domination by one person – difficult personalities
Nature and sequencing of questions
Responding to questions – defensive rather than reflective – long winded waffling
Interviewing different participants (triangulation)
Directorate of Quality Promotion
QP_DN

8. Interview Sessions
The interview session provides the review committee with an opportunity to gather additional information, seek clarifications and conduct an audit trail in a specific area.
It provides an opportunity to validate and to triangulate claims made in the portfolio
It is not an interrogation session whereby the programme group is subjected to an unreasonable line of questioning with the aim of “catching them out”.
This is a developmental and enabling exercise aimed at providing constructive comments to develop the capacity of the programme group to improve their education provision
Directorate of Quality Promotion
QP_DN

9. Interview Sessions
The interview sessions are not the forum for discussion or for interviewees to ask questions of the panel.
The panel’s questions should consistently make the link to quality and to the review manual.
Questions should be direct and simple.
One question should be asked at a time, not multiple questions.
Panel members should ensure that all interviewees are invited to respond and participate. One person should not be allowed to dominate the responses.
The chairperson will intervene if panel members ask inappropriate questions (such as a reviewer who is a competitor and tries to find out strategic programme information) or follow “personal” agendas.
Directorate of Quality Promotion
QP_DN

10. Interview Sessions
It is important that panel members should keep a professional distance from members of the institution during the visit.
Panel members should avoid the temptation to
Editorialise;
Criticise, advise, explain, correct or recommend;
Ask questions that have no purpose.
Questions must confirm claims or validate evidence;
Compare the programme to any other programme.
(Adapted from the HEQC Auditors Manual)
Directorate of Quality Promotion
QP_DN

11. Interview Management
Reviewers should bear in mind that the time available for meetings with groups of staff is limited. It is therefore important to make the best use of the available time.
Preparation: being ‘on top of’ the review material.
Organisation: having an explicit structure for the meeting and clarity of lines of enquiry.
Be aware of “private agendas” and “opportunities to settle score” among students and staff.
Triangulate and seek to validate claims and data.
Directorate of Quality Promotion
QP_DN

12. Interview Management Conduct of the meeting Clear, shared agenda
Efficient beginning – explain purpose and structure of the meeting
Effective questioning – use of open questions
Listening and responsiveness
Awareness of body language and impact of location
Accurate recording of points made
Good time-keeping
Summarising of evidence gained
Punctual and clear ending
Effective follow-up of points that emerge.
Recording of evidence and references.
(Adapted from Randall:2003)
Directorate of Quality Promotion
QP_DN

13. Site Visit Schedule 1 07:30-09:00:
Arrival at interview site (tea and refreshments)
Discussions of the portfolio
Review team to identify lines of inquiry
Assign questions to panel members
09:00-10:00
Interview head of department/programme coordinator
10:00-10:15
Review team to confer (working tea)
10:15-11:15
Interview Staff (representative)
11:15-12:15
Review team to confer
Document review
12:15-13:00: Lunch
Directorate of Quality Promotion
QP_DN

14. Site Visit Schedule 2 13:00-14:00 Interview Students (representative)
14:00-14:30
Review team to confer
14:30-15:00
Discussions with programme group
Overview of findings
15:00-16:30
Review team to prepare inputs for the report (Working tea)
Draft report
17:00
Wrap up and way forward
Directorate of Quality Promotion
QP_DN