The Programme Reporting tool has been created to facilitate the annual monitoring process.
- The annual monitoring process (part of the Quality, Monitoring and Enhancement Framework) is one of the tools that allows the University to assure students, stakeholders and external bodies of the quality of its degree programmes.
- Annual reporting is required for all undergraduate, postgraduate taught and postgraduate research degrees, and for any collaborative provision arrangements.
- The annual monitoring exercise culminates in the submission of an institutional overview report to Academic Quality and Standards Committee (AQSC).
If you have any questions about annual monitoring, please contact QSAT.
Guidance for Programme Leads
Report on a Programme
- Access the Programme Reporting webpages.
- You will see “My programme reports” listing your current in progress and completed reports.
- Select “Create a new report” button in the top right corner.
If you are a programme lead for more than one department, you may be asked to confirm with school or department you are wishing to report on.
- Use the buttons along the top to select Undergraduate or Postgraduate programmes.
- Select the programme or programmes you wish to report on. Scroll down to see programmes which are currently included in another report. You are not prevented from selecting a programme already reported on, but you may wish to consider this so as not to duplicate work.
- Select “Create Report”
The report will be created with the following naming convention: [academic year]-[programme code(s)]-[short descriptive title]. E.g.
2122-4240-Philosophy
- You may change the text of the descriptive title but the academic year and programme codes cannot be amended in the file name.
- At this point you can also return to the previous screen to change the programmes you have selected, by selecting “No, I need different programmes”, or “Cancel this report” to start over.
- Once you are happy with your selection and file name, select “Create my report”.
- You will see a confirmation screen. Select “View/edit my report” to be taken to the Programme Report in SharePoint.
The following fields of the Programme Report will be automatically completed:
- Faculty
- School
- Programmes
- Completed by (yourself)
You have full editing rights to this document and can amend these if desired. For example, to add another author if you are completing this report collaboratively.
- You can revisit this report at any point by returning to the Programme Reporting webpages or accessing the Annual Monitoring SharePoint file directly.
Important: Please ensure you return to your “My Programmes” page and select “Mark as Complete” to notify the QSAT team that you have finished writing your report. This will not lock your ability to edit the file.
Report on multiple Programmes
Follow the steps above, but select more than one programme.
Revisit or “tweak” a previously created report
You can revisit this report at any point by returning to the Programme Reporting webpages or accessing the Annual Monitoring SharePoint file directly.
Invite a colleague to collaborate on the report
You can share read and write permissions for the report as you would any other SharePoint file. Please see Microsoft Guidance – Share SharePoint files or folders.
View examples of past reports
Please select “Pre 21-22 Report” from the top menu to visit a SharePoint folder containing 20-21 academic year reports.
Delete a report
If you have created a report that is not required (for example, you have created a duplicate of an already existing report) you can delete it from the “My programme reports” list.
- Select ‘Delete report…’ next to the appropriate report
- This will show the ‘Delete this report’ button. Select it to confirm deletion.
You cannot undo the deletion of a report, but the file in SharePoint is moved to the RECYCLE-BIN folder, so you can recover any content deleted by mistake.
You can only delete reports for the currently reporting academic year: you cannot delete reports from earlier years.
Administrators
Find reports
- Select “School/Department Overview” from the top menu
- Select the School
You will now see a list of all programmes in the school, categorised by
| In Progress | A Programme Lead has created a report for this programme, but has not yet marked it as complete. |
| Complete | A Programme Lead has created a report for this programme and marked it as complete. |
| Programmes not currently reporting | No programme lead has created a report on these programmes yet. Programme leads contacts are listed next to these reports and you can select “Email unreported Programme Leaders” to easily send reminders. |
| Programmes marked as reported | If you wish to remove programmes from the above list “Programmes not currently reporting” then you can select “Mark as reported” to move them to this section (Programme Leaders will not be included on the emails regarding unreported programmes). |
Select “View Reports”. Alternatively, you can view all reports directly at the Annual Monitoring SharePoint site.
Mark programmes as completed, in progress or already reported on
You can use the yellow buttons next to any report to manually change its status.
Email reminders to programme leads
Under the list of programmes for “Programmes not currently reporting”, scroll down to find a button to “Email unreported Programme Leaders”. This will open an outlook or apple email screen with the programme lead contacts added to the recipients. Compose and send your email as usual.
Delete a report
If a report has been mistakenly created (for example, it is a duplicate of an already existing report) you can delete it from the school report list.
- Select ‘Delete report…’ next to the appropriate report
- This will show the ‘Delete this report’ button. Select it to confirm deletion.
You cannot undo the deletion of a report, but the file in SharePoint is moved to the RECYCLE-BIN folder, so you can recover any content deleted by mistake.
You can only delete reports for the currently reporting academic year: you cannot delete reports from earlier years.
Get Help
Select “Help” from the top menu to find guidance on how to use the Programme Reporting tool, or for more information about the Annual Monitoring process.
Incorrect permissions or data
The Programme Reporting tool used Worktribe Data regarding the location of programmes and the leaders allocated to them. If there are any errors, please ensure worktribe is updated. It may take overnight for the Programme Reporting tool to reflect any worktribe updates.
Programme Leads and QSAT team members have been allocated permissions to the Programme Reporting tool and associated SharePoint site automatically. This reflects HR data.
The permissions for SharePoint sites, folders and files can also be manually managed by anyone with existing privileges to do so. Please view the M365 Support Centre for guidance on how to use SharePoint.