Pro Vice-Chancellor (Education Innovation) (Professor Gilly Salmon) - Chair

Ref:F6875615 May 2017

MINUTES OF A MEETING OF THE EDUCATIONFUTURESSTRATEGY AND IMPLEMENTATIONGROUPHELD ON MONDAY1ST MAY 2017 IN THE FUTURES OBSERVATORY, CENTRE FOR EDUCATION FUTURES

PRESENT

Dean of Coursework Studies (Professor Grady Venville)

Associate Dean (Teaching and Learning) of each Faculty;

Faculty of Arts, Business, Law and Education (Ms Sophie Giles for Professor Philip Hancock)

Faculty of Engineering and Mathematical Sciences (Professor Michael Johns)

Faculty of Science (Dr James Fogarty for Associate Professor Peter Hammond)

Nominee of the Pro Vice-Chancellor (Indigenous Education) (Associate Professor Grant Revell)

The Manager, Student Wellbeing (Ms Gina Evangelista)

University Librarian (Ms Jill Benn)

Nominee of the President of the Postgraduate Students’ Association (Ms Manpreet Kaur)

Co-opted member (Professor Helen Wildy) - Deputy Chair

Executive Officer (Ms Sally Jackson

BYINVITATION

Mr Grant Godfrey – Project Manager, Centre for Education Futures

APOLOGIES

Chair of the Academic Board (Associate Professor Cara MacNish)

Faculty of Health and Medical Sciences (Dr Daniela Ulgiati)

Faculty of Arts, Business, Law and Education (Professor Philip Hancock)

Faculty of Science (Associate Professor Peter Hammond)

Nominee of the President of the Guild of Undergraduates (Ms Lina El Rakhawy)

DECLARATIONSOFPOTENTIALFORCONFLICTORPERCEIVEDCONFLICTSOFINTEREST

No declarations for potential or perceived conflicts of interest were received.

MINUTES–REF:F68756

RESOLVED – 2/17

To confirm:

the minutes of the Education Futures Strategy and Implementation Group Meeting held on 31st October 2016
the noting of decisions made on Monday 6th March of the Education Futures Strategy and Implementation Group considered by circular agenda.

NOTING OF REPORTS: REF: F76456/ F17/1414

Members noted the following progress reports as attached to the agenda:

CENTRE FOR EDUCATION FUTURES: WORKSTREAM REPORTS
ZENITH PROJECT
SHOOTING STARS INITIATIVE FOR UWA
EDUCATION FUTURES RISK REGISTER

LEARNING AND TEACHING SPACES WORKING GROUPREF:F17/1415

In response to a query as to how the Learning and Teaching Spaces Working Group fit within the UWA Committee/ Constitution system, it was agreed to amend the proposed Terms of Reference as attached to the agenda and to forward to members at a later date for endorsement. It was further suggested that a representative from the school of Architecture, Landscape and Visual Arts be included in the membership of the working group.

CENTRE FOR EDUCATION FUTURES: CHANGE PROGRAM SUMMARYREF: F76456

Members had before them the visual document ‘Take Off and Landing Activities’ which provided an overview of all medium/ large scale CEF project and program implementations over the next 6-12 months, highlighting periods of activity and ‘going live’ dates.Members noted in particular that the period from the start of S2 to January 2018 would be a period of intense activity in preparation for the completion of the implementation of the UWA Assessment Policy and a wide range of other essential projects and processes. Members were further advised that these projects andprograms were in addition to essential core CEF business.

Members agreed that the document provided an effectiveoverview of CEF’s activity and implementation schedules and that it would be a useful inclusion for future agendas.

ASSESSMENT AND FEEDBACK FUTURES PROJECT REF: F76456

The Assessment and Feedback Futures Project (AFFP) supports the implementation of the University Policy on Assessment, including supporting digital methods and education technologies for efficiency and effectiveness for students and staff.

In addition to the regular report which was attached to the agenda, the Dean of Coursework Studies (DCS) provided an update advising members that so far the project had been very successful from a student perspective and that whilst there were some small pockets of resistance; the majority of staff were engaging with the process and making the required changes. This led to discussion around compliance with a general feeling that the majority of staff were engaging and complying with the policy requirements. In response, the DCS advised that it was required for all staff to comply with UWA policy requirements. It was further noted that the CEF provides workshops and resources to support a wide range of activities and developments associated with AFFP.

It was confirmed that the CEF was committed to finding the best solution to resolve longstanding issues with Unit Outlines, in order for them to become effectively available in the LMS and to deal with scattered and incomplete information. Members noted that CAIDi would become the definitive source of information from which new Unit Outlines System would be drawn into the LMS but some fields would be added manually.

In response to a question, the DCS advised that she would not anticipate any increase to student appeals as a result of the policy implementation and that the consolidation of multiple policies provides increased clarity for students and an anticipated reduction in appeals.

In conclusion, the Chair reminded members that resources such as Carpe Diem workshops were offered by the CEF to support the redesign of units taking into account all assessment and feedback implications through learning design, and encouraged members to continue to promote participation.

FROM LECTURES TO ENGAGEMENT - VIDEO FOR TEACHING AT UWA REF: F76456

In addition to the Shooting Stars project report included in the agenda, the Chair encouraged further discussion regarding video for teaching and learningat UWA. The chair reported on the process ofthe need for and recommendation to pursue the option of a new Enterprise Video Management System (EVMS) at UWA through:

Issuance of a Request for Proposal (RFP) to nominated vendors
Finalise cost and support arrangements with preferred party
Seek final investment approval by July 2017
Commence system conversion or upgrade in 2nd half of 2017.
Commence implementation with full support for students and staff.

By way of background, the Chair summarised the report attached to the agenda, advising members that the current lecture capture system (LCS) ‘Echo 360’software product which had been in place for 7 yearswould not be fully supported by the end of 2017. UWA had been invited by Echo 360 to upgrade to a new cloud based version of the Echo 360 tool and would be expected to pay a commercial licence fee for the first time.

The Chair noted that the end of life notification stimulated consideration of the purchase of an Enterprise Video Management System (EVMS)for UWA. An EVMS would not only replicate the functionality of the LCS but also provide substantially enhanced video management, storage, editing and sharing capability for both staff and students, all of which would be mobile enabled. Further advantages of some EVMSsare that they do not require proprietary hardware allowingregular computers to be deployed. An EVMS would also offer cloud based unlimited storage capacity therefore offering the scope to retain and archive many more videos than currently possible. Students would also be able to utilise an EVMS to make, edit and store their own videos for learning and assessment purposes.

It was confirmed that the CEF would offer full transitional support to the implementation of a new system, the Chair advised that the CEF had developed and published a comprehensive, transparent and well-rehearsed project and change management approach for the adoption of new technologies and educational processes. The Chair noted that video plays a significant role in a flipped classroom approach and that the CEF currently made resources to plan this approach including Learning Design through Carpe Diem workshops available to all staff members. Policy and Guidelines will include consultation on and embedding of cultural protocols and sensitivities.

Members were advised that the EVSM project manager had been working closely with the student body and that advisory groups would include student representation. In response to a question, it was confirmed that students would experience minimal disruption with the implementation of a new system and that current URLs would be redirected to new locations. Resources to assist students with accessibility issues were being considered and would be contained within supporting guidelines and policy.

In conclusion, members noted that vendors would be narrowed down to a few main contenders by mid- year via the RFP process. The Chair encouraged members and interested parties to attend and participate in the next steps.

RENEWED EDUCATION STRATEGY REF: F70802

In February 2017, UWA defined its refreshed education strategy, further highlighting the importance of driving excellence and distinction in education. Four key initiatives to achieve a greater sense of belonging for students and excellent pedagogy at UWA included: a) research-led teaching; b) student mentoring; c) a collegiate system; and d) an enhanced orientation. Members had before them four draft project briefs which had been developed to guide the implementation of these initiatives. At the invitation of the Chair, the Dean of Coursework Studies addressed the meeting advising members that although the Quality Indicators for Learning and Teaching (QILT) rankings for UWA were improving these projects would further enhance the student experience and education at UWA. In response to a request for feedback, it was suggested that the term ‘Return of Investment’ used in the briefswas potentially too narrow and may not adequately consider all benefits. It was suggested that ‘expected cost benefit’ could be a more appropriate term.

Members expressed their support for all four projects and were encouraged to keep engaging with the projects and to disseminate and discuss within their networks.

NEXTMEETING

Members noted that thenextmeetingoftheEducationFuturesStrategy and ImplementationGroup would beheldonMonday 3rd July 2017 at 10am intheCarpe Diem Studio, Hackett Hall.Thecut-offdateforsubmissionofitemsfortheagendawould bemiddayonMonday19th June.Issuesfordiscussion should be referredtotheExecutiveOfficer,MsSallyJackson;