THE BALEAP ACCREDITATION SCHEME HANDBOOK … · British Association of Lecturers In English for Academic Purposes 3 1. THE SCHEME ... In English for Academic Purposes 5 1.4.2

BALEAPBALEAPBritish Association of Lecturers

in English for Academic Purposes

THE BALEAPACCREDITATION SCHEME

HANDBOOK

Accreditation Scheme forEnglish Language and Study Skills

Courses in Universities

Revised Edition 2007

THE BALEAPACCREDITATION SCHEME

HANDBOOK

Accreditation Scheme forEnglish Language and Study Skills

Courses in Universities

Revised Edition 2007

BALEAPBritish Association of Lecturers In English for Academic Purposes

BALEAP

CONTENTSPage

Foreword 2

1. THE SCHEME 31.1 Management 31.2 Eligible Courses 31.3 Accreditation Procedure 31.4 Accreditation 41.5 Referral 51.6 Failure 6

2. BALEAP ACCREDITATION SCHEME COMMITTEE 62.1 Membership 62.2 Officers of the Committee 72.3 Period of Service 72.4 Terms of Reference 72.5 Meetings 72.6 Amendments to the Handbook 82.7 Annual Report 8

3. THE COST OF THE SCHEME 8

4. ASSESSMENT 94.1 Appointment to the Panel of Assessors 94.2 Selection and Remuneration of Assessors 94.3 The Assessors’ Task 9

5. CRITERIA FOR ASSESSMENT AND CHECKLISTOF DOCUMENTATION (Introduction) 115.1 Management and Administration 125.2 Staffing 145.3 Resources and Facilities 155.4 Course Design 165.5 Teaching and Learning 175.6 Assessment 195.7 Student Welfare 205.8 Course Evaluation 21

APPENDICES1. Application for Accreditation (Form AC1) 222. Declaration of Maintenance of Standards (Form AC2) 243. Course and Student Profiles 254. Staffing Profile 265. Guidelines for Member Institutions Preparing for Assessment 276. Appeals Procedure 317. Checklist of Documentation 33

THE BRITISH ASSOCIATION OF LECTURERS INENGLISH FOR ACADEMIC PURPOSES ACCREDITATION

SCHEME FOR ENGLISH LANGUAGE AND STUDYSKILLS COURSES IN UNIVERSITIES

FOREWORD

The British Association of Lecturers in English for Academic Purposesadministers the Accreditation Scheme for English Language and Study SkillsCourses in British Universities (see the BALEAP website for the BALEAPConstitution: www.baleap.org.uk).

The aims of the Scheme are:

• to further the pursuit of excellence in the teaching of the Englishlanguage

• to sustain and improve the academic standards of specialistcourses in English, in particular English for Academic Purposes

• to protect the interests of speakers of other languages who cometo Britain to study English in preparation for higher education orresearch in the English speaking world and enable such studentsto pursue their studies more effectively

• to ensure that such students and their sponsors receive a highquality of service.

The Scheme is thus established in the interests of:

• adult students who attend English language courses in Britishuniversities*

• the sponsors of speakers of other languages who study in Britain

• international scholarship and research: by ensuring that studentsare able to achieve their full academic potential

• the BALEAP member institutions and their staff in the task ofimproving and developing appropriate courses and materials andof strengthening their research base

• BALEAP itself, since the Scheme seeks to provide a means of self-regulation for the highest standards in accordance with theAssociation’s Code of Practice (see website: www.baleap.org.uk)and Criteria for Assessment (see Section 5).

• members of Accreditation UK who are also BALEAP membersand are seeking specialist accreditation

THE SCHE*The Scheme accredits EAP and Study Skills Courses for adults. It isassumed that institutions accepting students under the age of 18 havefamiliarised themselves with the legal implications of doing so andhave taken the appropriate measures to ensure the students’ welfare.THE SUCH*EMMA


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1. THE SCHEME

1.1 MANAGEMENT

1.1.1 The Scheme is administered by the British Association of Lecturers inEnglish for Academic Purposes (henceforth BALEAP).

1.1.2 Responsibility for the management of the Scheme is vested in theBALEAP Accreditation Scheme Committee (henceforth BASC).

1.1.3 The BASC reports on its activities to the BALEAP membership.

1.2 ELIGIBLE COURSES

1.2.1 A member institution may apply for accreditation of any full-timecourse for international students which is designed to prepare studentswith the language and study skills required for higher education orresearch in the English speaking world.

1.2.2 Where courses involve other subject areas, those areas must amount toless than fifty percent of course time. In such cases only the Englishlanguage related components will be assessed.

1.3 ACCREDITATION PROCEDURE

1.3.1 Only full members of BALEAP (see BALEAP Constitution onwebsite www.baleap.org.uk) are eligible for course accreditation underthe Scheme.

1.3.2 A member institution wishing to have a course assessed foraccreditation should complete Form AC1 (see Appendix 1) and sendthis in triplicate to the Secretary of the BASC. Applications should bereceived three months in advance of the first date requested for thevisit.

1.3.3 A member institution wishing to have more than one course assessedwill provide full documentation for each course. Key teaching,management and support staff for all assessed courses will be availableto meet the Assessors. The BASC will have the final decision on thetiming of the visit. Where there are more than two courses to assess,the BASC will normally require more than one visit. Assessmentvisits for re-accreditation will normally take place during courseswhich were not running at the time of the previous assessment visit.

1.3.4 Two Assessors from a panel of Assessors will be allocated to carry outthe visit. In addition, a newly appointed Assessor may be asked to‘shadow’ the assessment.

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1.3.5 The Assessors will decide who will be the main report writer and whowill be responsible for making initial contact with the institution, andinform the BAS Secretary about these decisions.

1.3.6 Formal letters confirming the details of the assessment visit will besent to the Assessors and the member institution. The Assessors willalso receive a copy of Form AC1 (see Appendix 1).

1.3.7 The member institution will forward a copy of the coursedocumentation (see pages 10 - 20) to each Assessor, allowing aminimum of two weeks between its receipt and the day of the visit.

1.3.8 The Assessors will refer to the Assessors Handbook prior to, duringand after the visit.

1.3.9 The Assessors will submit a full report to the BASC, to arrive no laterthan 2 weeks after the visit.

1.3.10 The report will be considered at the next available BASC meeting.

1.3.11 The BASC will make the final decision on whether or not the coursewill receive accreditation. The decision will be in one of the followingthree categories:

a. Accreditationb. Referral of the decision pending the necessary remedial actionc. Failure to achieve accreditation.

1.3.12 Once the decision is agreed, the Chair of the BASC will inform themember institution concerned and a copy of the BASC report will besent out soon after. The Assessors will also be notified at this time ofthe BASC decision.

1.3.13 In the event of failure to achieve accreditation the member institutionwill have the right of appeal to the BASC (see Appendix 6).

1.4 ACCREDITATION

1.4.1 Accreditation is granted for four calendar years from the year of theassessment visit. After accreditation, the member institution will beable to use the following approved form of words on their publicitymaterial:

The course(s) has/have been accredited by the British Association ofLecturers in English for Academic Purposes, which sets rigorous criteria toensure that courses in English Language and Study Skills for speakers ofother languages are of a high standard and provide an excellent quality ofservice for their students.

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1.4.2 Reassessment will be required at four yearly intervals. Accreditation isvalid until December of the fourth year following the assessment visit.

In the fourth year, at least three months before the requiredassessment, the member institution should apply for reassessment bysubmitting a newly completed Form AC1 to the Secretary of theBASC. It is the responsibility of the member institution to apply forreassessment.

1.4.3 Unless the course is successfully reassessed within the four-year cycle,accreditation status will cease with immediate effect.

1.4.4 Different Assessors will be appointed to carry out subsequent visitsand they will be given the report from the previous assessment visit.Any additional information deemed relevant from previous visits willbe circulated at the Chair’s discretion.

1.4.5 The BASC will require, two years after the assessment visit, asatisfactory declaration that the standards of the course(s) and allrelevant circumstances at the time of the original assessment havebeen maintained or improved (see Form AC2 Appendix 2 ). Whererecommendations have been made in the accreditation report, theinstitution will report on action taken in these areas since theassessment visit was carried out.

A spot check, by one Assessor, may also be required at any timeduring the four-year period at the discretion of the BASC.

1.4.6 The Chair of the BASC will be notified of any change or proposedchange in the scope or fundamental character of any accreditedcourse, such as a substantial change in the location, in the nature ofthe premises, in senior staff or in the type of work undertaken.

1.4.7 In the case of major changes or innovations, the BASC may decidethat a reassessment is required.

1.5 REFERRAL

1.5.1 A referral decision will be made where the course fails to meetsatisfactory standards in a small number of areas and where theseweaknesses do not seriously undermine the quality or continuity ofthe course and can be remedied within a short period.

In the event of a referral the institution will be notified by the Chair,who will specify the areas in need of urgent attention. Partialreassessment by a single Assessor will take place within 12 months ofthe referred assessment. This reassessment will take place whilst thecourse is underway.

1.5.2 A previously accredited course will continue to have accredited statuspending partial reassessment.

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1.5.3 Following successful reassessment, accreditation is valid until Decemberof the fourth year following the first assessment visit in that cycle.

1.5.4 No right of appeal exists in the case of referral.

1.6 FAILURE

1.6.1 A course will be failed where it does not meet satisfactory standards sothat the quality or continuity of the course is seriously undermined.

1.6.2 In the case of a previously accredited course, accreditation status willcease to apply as soon as the BASC notifies the member institution ofthe failure decision.

1.6.3 Once a member institution is informed of the failure decision, it willnot be able to advertise or publicise its courses as having BALEAPaccreditation status until the courses have been successfully reassessedand accreditation granted.

1.6.4 In the event of failure, a member institution may reapply for completereassessment after a minimum period of six months.

1.6.5 Any member institution which is refused accreditation as a result ofeither an assessment or reassessment has the right of appeal against thedecision (see Appendix 6).

2. BALEAP ACCREDITATION SCHEME COMMITTEE

2.1 MEMBERSHIP

2.1.1 Since the Accreditation Scheme is a self-regulating scheme ofBALEAP, the Accreditation Scheme Committee is chosen by theAssociation.

2.1.2 The Committee will consist of:

(a) eight voting members:- the current Chair of BALEAP- the outgoing or incoming Chair of BALEAP- 5 additional members of BALEAP, elected to the BASC at a quorate

BALEAP meeting- 2 academic consultants in English Language Teaching or Applied

Linguistics, invited after nomination at a quorate BALEAP meeting

(b) one non-voting member who will be a representative of a nationalbody concerned with English Language teaching (for example, theBritish Council).

2.1.3 At the discretion of the Committee, additional persons may be co-opted to the Committee for a period of one year (renewable) in caseswhere special expertise is required. Co-opted members will not havethe right to vote.

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2.2 OFFICERS OF THE COMMITTEE

2.2.1 The Chair of the BASC will be elected by the Committee from thefive elected BALEAP members.

2.2.2 The Secretary and Treasurer are appointed by the BASC.

2.3 PERIOD OF SERVICE

2.3.1 All elected members serve for three-year terms. They may bereappointed for one further two-year term and beyond that at thediscretion of BASC.

2.3.2 The academic consultants and the representative of a national bodyconcerned with English Language Teaching will be invited to serve fora period of two years. This period may be renewed for a maximum oftwo years.

2.3.3 Previous members of the BASC will be eligible to stand on theCommittee again after a minimum period of two years has elapsedsince they last served on the Committee.

2.4 TERMS OF REFERENCE

2.4.1 To supervise the operation and management of the Scheme.

2.4.2 To approve a panel of authorised specialists from which Assessors canbe selected, and organise a programme for the briefing of Assessors.

2.4.3 To read Assessors’ reports on institutions seeking accreditation and toreach a decision as to whether an institution’s course(s) should beaccredited, referred or refused accreditation.

2.4.4 To monitor and act on complaints against the Scheme or complaintsmade to BALEAP or to the BASC against member institutions oraccredited courses.

2.4.5 To keep the accreditation procedures and criteria for assessment(including those in this handbook) under review and to adviseBALEAP on all aspects of the Scheme.

2.4.6 To provide value for money for participating members.

2.5 MEETINGS

2.5.1 The BASC will meet at least twice a year unless the Chair decidesotherwise in view of the volume of work to be conducted.

2.5.2 The quorum will be five voting members. The Chair will have acasting vote.

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2.6 AMENDMENTS TO THE HANDBOOK

2.6.1 The BASC is empowered to recommend amendments to theAccreditation Scheme Handbook.

2.6.2 In the case of amendments which concern procedure or matters ofadministration, the BASC is empowered to implement therecommendations.

2.6.3 In the case of amendments of substance, recommendations should bereferred to the membership of BALEAP.

2.7 ANNUAL REPORT

2.7.1 The BASC will report to BALEAP annually. The report will include alist of all accredited institutions, a statement of the financial positionof the Scheme, and an account of any problems arising in theadministration of the Scheme.

3. THE COST OF THE SCHEME

3.1 All matters concerning the cost of the Scheme will be decided by theBASC and reported to the membership of BALEAP.

3.2 Participating institutions will be charged an annual administration feeto be determined by the BASC. This fee will cover all the centralcosts of the Scheme, including the cost of producing the Handbookand any publicity, the BASC Chair’s honorarium, BASC meetings andrelated secretarial costs, and briefing arrangements for Assessors.

3.3 The central administration fee will be reviewed annually by the BASCand notified to participating institutions by 1st December each year.It will be paid not later than the 1st June each year.

3.4 Additionally, each institution will be responsible for the payment ofthe direct expenses of an assessment visit, including a per diem feeand separate report writing fee payable to the reporting Assessor(s).Where Assessors opt to co-write the report, the reporting fee will beshared between them. In these cases, the Assessors should agree onthe amount each Assessor should receive and inform the institutionbefore the end of the visit. The expenses will be in line with thosepaid to external examiners by the institution. The assessment andreport writing fees will be set by the BASC and notified toparticipating institutions each year.

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4. ASSESSMENT

4.1 APPOINTMENT TO THE PANEL OF ASSESSORS

4.1.1 A panel of Assessors will normally be drawn from nominationssubmitted from BALEAP member institutions. Appointments to thepanel will be made by the BASC on the basis of appropriatequalifications and experience.

4.1.2 Assessors will normally be lecturers/tutors in EAP/ESP from aBALEAP member institution. All Assessors will have a minimum of 5years’ EAP experience in Higher Education in the UK and three yearsof EAP course direction.

4.1.3 Assessors will be expected to carry out at least one assessment visitevery two years and to attend all Assessors’ meetings.

4.1.4 New Assessors will have to ‘shadow’ a visit before they can beappointed to carry out an assessment visit.

4.2 SELECTION AND REMUNERATION OF ASSESSORS

4.2.1 At least one of the two Assessors on a visit will be a lecturer/tutor inEAP/ESP from an accredited BALEAP member institution.

4.2.2 In consultation with the member institution concerned, the BASCwill allocate appropriate Assessors to carry out the assessment visits.

4.2.3 No nominated Assessor will have any financial connection, present orprospective, with the institution whose courses are to be assessed.

4.2.4 Assessors will be paid directly by the institution. No money or giftscan be paid to the Assessors over and above the standard assessmentand report writing fee set by the BASC plus actual incurred expensesat usual rates.

4.2.5 No fee is payable to new Assessors undertaking ‘shadow’ visits. TheBASC is responsible for the payment of expenses for ‘shadow’ visits.

4.3 THE ASSESSORS’ TASK

4.3.1 The Assessors will normally spend two days in the institution seekingaccreditation. Guidelines for preparations for the visit are set out inAppendix 5 and in the Assessors’ Handbook.

4.3.2 Assessment is of courses and not of institutions.

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4.3.3 The Assessors will report on how far the courses meet therequirements of the Criteria for Assessment.

Areas to be assessed are:

Management and AdministrationStaffingResources and FacilitiesCourse DesignTeaching and LearningAssessmentStudent WelfareCourse Evaluation

4.3.4 The Assessors will verify the information and the declarations madeon Form AC1.

4.3.5 The Assessors will verify the claims made about the course in anyadvertising materials, course brochures, prospectuses and websitesproduced by the member institution or the university.

4.3.6 The Assessors’ report will state how far the course provision meets therequirements of the Scheme in each of the areas listed above and willmake recommendations accordingly. The Criteria for Assessment willprovide the basis for these decisions (see Section 5).

4.3.7 The report will clearly indicate whether the Assessors recommendaccreditation or not. If the Assessors recommend referral, theconditions for accreditation will also be clearly stated in the report.

4.3.8 The Assessors are not authorised to indicate at any time during theassessment visit whether or not accreditation will be recommendedsince the decision for or against accreditation is the responsibility ofthe BASC, which may consider other evidence in addition to theAssessors’ report. The BASC has the right to request furtherinformation from the institution or from the Assessors if required.

4.3.9 The Assessors will submit the report to the BASC within two weeksfrom the date of the assessment visit. The first-named Assessor will beassumed by the BASC to be the Assessor with the main responsibilityfor writing the report and the point of contact for any necessaryrevision of the report.

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CRITERIA FOR ASSESSMENT

Introduction

The Criteria for Assessment derive from the

BALEAP Code of Practice for Courses in

English for Academic Purposes (see BALEAP

website, www.baleap.org.uk).

It is the duty of the Assessors to ascertain

whether or not the course submitted for

accreditation meets the Criteria and to report

to the BALEAP Accreditation Scheme

Committee in detail on the extent to which

these Criteria are met.

Please note that the Criteria for a partial

accreditation for members of Accreditation UK, are

in BOLD.

Documentary evidence made available to Assessors of

Accreditation UK should also be accessible for

BALEAP Assessors

DOCUMENTARYEVIDENCE

Introduction

It is essential that the memberinstitution submits documentation foreach of the courses seekingaccreditation in order to assist theassessors in their preparation for thevisit. Where a course is divided intoblocks, the information should beprovided for each block.

The list below is a checklist ofappropriate information to send to theAssessors. Institutions may offerfurther evidence or documentation insupport of an application foraccreditation.

Failure to submit sufficient orcomplete documentation may result ina visit being cancelled.

Documentation listed below which ismarked with an asterisk need not besent in advance but should beavailable for inspection during thevisit.

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5. CRITERIA FOR ASSESSMENT: sections inbold are for institutions accredited by EiBAS

5.1 MANAGEMENT AND ADMINISTRATION

GENERAL

5.1.1 There will be effective lines of communication and supportbetween the course, the broader management structure withinwhich it operates, and the university or institution.

5.1.2 There will be a clear management structure for the coursemade known to both students and staff.

5.1.3 There will be an explicit policy on staff recruitment for thecourse/s being accredited

5.1.4 The Course Director and designated staff members will befamiliar with the overall structure of the university and inactive liaison with student bodies and welfare services of theuniversity. Course Directors will be familiar with theacademic work in receiving Departments.

5.1.5 There will be arrangements for adequate liaison between staffand between staff and management. Regular staff meetings willbe held and minuted, and records of action taken will be kept.

5.1.6 The responsibilities of the Course Director and of teaching staffwill be specified clearly. The role of non-academic staff in therunning of the course will be clearly understood by all membersof the course. Part-time and temporary staff will be effectivelyintegrated into the staffing structures.

5.1.7 Academic and non-academic staff will be given appropriate pre-course briefing which will include the health and safety policy inoperation within the host institution/department.

5.1.8 Procedures for the operation of the course will be carried outefficiently and with sensitivity to the needs of students and staffalike.

5.1.9 Accurate student records will be kept, including contactinformation and details of next of kin.

5.1.10 Formal procedures will be in place to ensure that the course ismonitored and its quality improved on an ongoing basis. Usewill be made of appropriate institutional quality assurancemechanisms where these exist.

5.1.11 All statements made in publicity materials, including universityprospectuses, websites, student handbooks and course publicitywill accurately and consistently reflect the nature of the courseand of associated costs, services, facilities and resources.

5.1.12 Enquiries and applications will be dealt with efficiently andpromptly.

DOCUMENTARY EVIDENCE

MANAGEMENT ANDADMINISTRATION

• Information presenting the roleand position of the memberinstitution in the broaderuniversity context, including anydevelopment plans which mightaffect the member institution (e.g.membership of Faculty or School).

• A statement outlining the currentposition of the member institutionincluding the following:

- courses- any recent/planned developments- any particular difficulties

overcome or currently faced- any outstanding achievements- an account of any reasoned

departure (if any) from theCriteria.

• A diagram showing themanagement structure of themember institution with names ofpost holders.

• Information on and evidence ofcontact with other departments.

• Statements of policy on:

- staff recruitment - nature and regularity of staff

meetings- Course Director contact with

students- procedures for monitoring the

quality of the course- teaching observation procedures- staff cover for absent teachers- pre-course briefing and induction- health and safety- student complaints’ procedures.

• *Minutes of relevant staff meetings.

• *Student records.

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ACADEMIC

5.1.13 Arrangements will be in place to ensure continuity of academicmanagement at all times, a senior member of staff beingpresent to oversee the effective running of the course.

5.1.14 The member institution will provide time and resources fordevelopment of the Course and its materials.

5.1.15 There will be monitoring of the effectiveness of bothteaching and of Course design and materials. This will beachieved mainly by classroom observations and regularmeetings with staff and students.

5.1.16 There will be clear and explicit procedures for dealing withunsatisfactory teaching performance.

5.1.17 The Course Director will be responsible for key aspects ofacademic management including course design, timetablingand allocation of teachers to classes, and monitoring allrecords of teaching and assessment.

5.1.18 Teaching staff will be given appropriate induction includinginformation on the principles of course design, materialsavailable, timetabling, record keeping and so on.

5.1.19 All teachers will be observed at least once during the course. All newly-appointed teachers will be observed early withintheir contract by the Course Director.

5.1.20 Arrangements will be in place to cover for absent teachers.

5.1.21 Students will have access to impartial advice and support inrelation to their future academic studies.

5.1.22 Clear procedures will be in place to monitor attendance, andaction to be taken in the event of absenteeism made known tostaff and students.

5.CRITERIA AND DOCUMENTATION


• Job descriptions of relevant staff withinformation about positions ofresponsibility, allocations ofadministrative duties e.g.

- staff recruitment- course planning- timetabling- provision of materials- provision and administration of tests- resources (including staff and student

access)- allocation of classrooms- student recruitment- student allocation to classes- social events- student welfare.

• *Teaching observation records.

• *Any general brochures or prospectusesof the university that includeinformation relating to the memberinstitution. Photocopies of any relevantpages may be included in the advancedocumentation.

• Publicity (brochures, leaflets, etc.) forthe member institution.

• Any student handbook, leaflets orbrochures for the courses that aresubject to accreditation.

• Any relevant audit or qualityassurance reports from internal orexternal bodies.

• Course and student profiles (see Appendix 3).

• Staff Handbook (for course staff, ifavailable).

• Induction Programme.

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5.2 STAFFING

5.2.1 The course will be taught by graduates with one of thefollowing qualifications:- Masters in English Language teaching, Applied Linguistics

or equivalent.- Postgraduate Diploma in TEFL/TESOL (e.g. the University

of Cambridge Local Examinations Syndicate DTEFLA/DELTA or Trinity College London Diploma in TESOL)

- PGCE in TEFL/TESOL (main subject)- PGCE in other foreign language teaching where the holder

also has a Certificate level TEFL qualification (e.g. theUniversity of Cambridge Local Examinations SyndicateCTEFLA/CELTA or Trinity College London Certificate inTESOL) and at least three years’ relevant TEFL experience.

Exceptionally, the Unit may make a case for staff who do not meet the above requirements.

5.2.2 Induction, development and monitoring of teachers will beinformed by reference to the BALEAP CompetencyFramework for Teachers of English for Academic Purposes.

5.2.3 All teachers will have at least two years relevant experience inteaching English as a foreign or second language, and theDirector or Course Co-ordinator will have a minimum offive years’ relevant teaching experience, which will includesubstantial EAP work in higher education in Britain. At leasthalf the teaching staff will have EAP teaching experience, asdescribed in the TEAP Competency Statement.

5.2.4 The Course Director and/or the Course Co-ordinator willnot be employed on a contract of less than one year.

5.2.5 The majority of teachers on the course will be full-timeemployees of the university for the duration of the course.Additionally, the university will take steps to encourageteachers who have taught successfully on the course to returnin subsequent years.

5.2.6 Main course teachers will not normally be changed during auniversity term or semester (on year-round courses) or aprogramme block (on pre-sessional courses).

5.2.7 All academic, academic related and non-academic staff willbe appointed on the relevant university salary scale. Pro rataappointments will be made for staff employed on contractsof less than one year.

5.2.8 All academic, academic related and non-academic staff willenjoy standard university terms and conditions of service,including access to appraisal, training and development. Thesewill be applied pro rata for staff employed on a part-time orfixed term basis

5.2.9 A sufficient number of non-academic (support) staff will beemployed to deal with secretarial and clerical support and withmatters relating to the administration of the course, studentwelfare, social activities, and teaching equipment or other resources


STAFFING

• An accurate and up-to-date CV foreach member of academic staff,giving

- qualifications- relevant experience- photocopies of certificates/degrees

Each CV should include the datethe teacher took up the presentpost.

• Staffing profile (see Appendix 4).

• Statement of University pay scalesand conditions of employment.

• Employment documentation

- job specification and samples ofcontracts for full-time and part-time academic and non-academicstaff.

• Statement and documentation onany staff development policyincluding, for example,information about staffdevelopment sessions, support forstaff members to attendprofessional conferences and/orcourses and a record of attendanceof recent years.

Policy statement about the use TEAPCompetencies by the Unit

• Statement and documentation onany staff appraisal procedurepractised by the memberinstitution.

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5.3 RESOURCES AND FACILITIES

5.3.1 Courses will take place in the usual premises of theuniversity.

5.3.2 Students will have access to the life and work of theuniversity as a whole and to relevant learning resourceswithin the university. This will include the main library, and,where applicable, specialist subject libraries and computerfacilities. Outside the academic year, particular care will begiven to any areas where a reduced service is in operation.

5.3.3 There will be adequate and appropriate provision of relevantlearning materials, teachers’ reference materials, professionaljournals and facilities relevant to course design and studentprofile.

5.3.4 Students will have access to self-access facilities with a rangeof appropriate, related multi-media materials organised in auser-friendly way. Advice will be available on the use of theseresources with the aim of encouraging independent learning.

5.3.5 Each classroom will have adequate space for the classes whichuse it, and will be furnished appropriately for the teaching andlearning activities that take place there. Heating, lighting andventilation will conform to acceptable norms for educationalbuildings.

5.3.6 Teachers will have the use of standard teaching equipmentincluding facilities for audio and visual playback.

5.3.7 Teachers will have the use of office space or a staff room which isadequate for the purposes of lesson preparation, marking, thecompletion of related administration and communication withother members of the course team. Teachers will also have accessto adequate facilities for relaxation and refreshment.

5.3.8 Teachers will have adequate access to word processing andphotocopying facilities.

5.3.9 Staff and students will be made aware of copyright regulationsand all learning materials will be used in accordance withcopyright regulations. Materials photocopied or adapted from apublished source will include a clearly visible reference to thesource.


RESOURCES AND FACILITIES

• A map of the premises, indicatingoffices, classrooms and resourceareas for the relevant courses.

• Information on access to thepremises, public transport and carparking facilities.

• Information on library andcomputer availability and accessfor students, including access to e-mail and the WWW.

• *Lists of available resources, eg coursebooks, supplementary materials,reference materials, self-accessmaterials, hardware.

• Information on how materialresources are accessed by staff and,where applicable, by students.

• Information on student access tolanguage laboratory and/or self-access facilities and copies of anyinformation sheets given to studentson the use of such resources.

• Information on teacher access toteaching equipment.

• Information on provision of officesand/or workrooms for teachers.

• Display of appropriate copyrightregulations and licences, and statementof procedures in use to ensurecompliance with all copyrightregulations.

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5.4 COURSE DESIGN

5.4.1 The course will be designed according to a set of principlesbased on the needs of students who intend to live and workin an English language academic environment. Theseprinciples will be made known to the teachers and studentsand understood by them.

5.4.2 The overall course design will be coherent and will provideclear routes of progression, made known to both teachersand students, taking into account those students joining atan intermediate stage.

5.4.3 The course will be made up of components which will reflectstudent needs, each component having explicit aimssupported by a syllabus or outline plan and specifiedmaterials established before the start of the course.

5.4.4 The course design components will be made clear to teachersand students and will be reflected in the timetable.

5.4.5 The majority of materials for the course will be clearly basedon the language and activities likely to be experienced by thestudents in their academic studies.

5.4.6 The link between the materials and the aims of eachcomponent will be understood by the teachers who aredelivering the course.

5.4.7 The course will include an introduction to the use of thelibrary and to computing facilities.

5.4.8 The member institution will encourage active explorationand innovation in its methodological approaches and coursedesign.


COURSE DESIGN

• Statement of principles of coursedesign.

• Description for students andteachers of components, aims andobjectives of course.

• Component syllabuses/outlineplans for the teachers. Informationon materials identified andavailable for each named coursecomponent.

• An overview timetable with namedcomponents to reflect the overallbalance and progression of thesyllabus.

• Information on the introduction tothe use of the library andcomputers.

• Statement of any research anddevelopment policy practised by themember institution including, forexample, time allowed forindividual research andpreparation, any materials or testdevelopment related to the coursesapplying for accreditation, anystudy leave allowance, or relevantresearch conducted in thedepartment.

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TEACHING AND LEARNING

• Timetables for the course showingtutors’ names, group, class androom numbers (to aid assessors inplanning an observationtimetable).

• *Class lists for each componentwith student names, nationalities,gender, future course, proficiencylevel and number of teachers.

• Information on number of teachersper group/class and CourseDirector’s contact with students.

• *Attendance records.

• *Lesson plans available for eachclass taught during the visit.

• *Records of teaching plans andmaterials/handouts used for eachcomponent.

• *Samples of students’ assignments/files.

• Statement of how teachingmaterials are used, shared anddeveloped by academic staff on thecourse.

5.5 TEACHING AND LEARNING

5.5.1 The class size will not normally be more than 12 studentsand under no circumstances should it exceed 16. However,for certain activities classes may be combined, e.g. whengiving students experience of lectures.

5.5.2 Students will be grouped into classes on a principled basis,according to factors such as proficiency level, gender, subjectand nationality mix.

5.5.3 Students will be taught by a minimum of two main courseteachers and not more than 6 different teachers during theweek.

5.5.4 Adequate provision will be made for regular timetabledindividual consultations or tutorials.

5.5.5 Students will be encouraged to improve their own learningstrategies and to develop as independent language learners.

5.5.6 Lessons will be carefully prepared with attention to thefollowing:

- clear aims and objectives- the choice of materials and teaching aids appropriate to the

aims of the lesson and to the students’ language learningneeds in relation to their academic studies

- progression of activities- any predicted problems.

Note: A written lesson plan will be available to the Assessors forall lessons taught during the visit.

5.5.7 Lessons will be well organised. The organisation will include:

- a clear introduction (where appropriate)- a well-timed, orderly and purposeful progression of activities- good management of physical resources, teaching aids and

materials.

5.5.8 Lessons will be responsive to students’ academic, personal andlinguistic needs. This will be demonstrated in the execution ofthe lesson by:

- choice of appropriate teaching techniques- checking of students’ grasp of concepts and language items and

provision of helpful feedback (e.g. via the setting andmarking of appropriate assignments)

- the involvement of students at all stages of the lesson.

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5.5.9 Class work will reflect:

- the links between the lesson and other lessons- the aims of the course- the overall syllabus.

5.5.10 Teaching will demonstrate the professional expertise of theteacher, including where appropriate:

- a good knowledge of English phonology, syntax, lexis and textstructure

- an understanding of the varieties of English and the skillsrequired by the students in their academic work.

5.5.11 Teachers will maintain a record of their teaching andmaterials and these will be made available for reference byother teachers and/or the Course Director.

5.5.12 Teaching methods and materials will not be regarded asstatic, but will be subject to regular revision and adaptation.

5.5.13 Teachers will be encouraged to contribute materials tofurther the development of the Course.

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5.6 ASSESSMENT

5.6.1 Students will receive timely and useful feedback on theirprogress and on their strengths and weaknesses.

5.6.2 Students will be informed in advance of assessmentprocedures to be used on the course.

5.6.3 On intensive courses of more than one month, formalassessment of students’ progress will be carried out at regularintervals with feedback given and records kept.

5.6.4 Students will be encouraged to monitor and takeresponsibility for their own progress.

5.6.5 Exit assessment procedures and reports will becomprehensible and useful to both the student and therecipient subject-specialist department.

5.6.6 All student placement and assessment procedures will berelated to explicit criteria and measures will be taken toensure fairness and equivalency in these procedures.

5.6.7 Information on well-established external examinations inEnglish for Academic Purposes will be available for studentswho wish to take such an examination. Students requiringexternal certification of general English Language Proficiencywill receive advice regarding availability of such tests.

AND DOCUMENTATION


ASSESSMENT

• Information on entrancerequirements for course(s) to beaccredited.

• Information given to students onplacement procedures andassessment procedures (includingany testing).

• Account of procedures for recordkeeping, reporting to sponsors,departments, etc. and sampledocuments.

• Sample of test reports or certificatesthat are given to students.

• Account of procedures for ensuringfairness and equivalency ofassessment procedures.

• Information regarding any externalexaminations for which studentsare entered.

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5.7 STUDENT WELFARE

5.7.1 Course Directors, social support and administrative staff willbe informed about relevant student welfare issues and accessto health services. In addition, students will be advised as towhom to approach on the team in relation to welfare matters.

5.7.2 The course staff will take reasonable steps to assist students toadjust to life in the UK and to integrate into university life bydirecting them to the appropriate services as required. Studentswill additionally be provided with information about welfare,financial and recreational facilities available in the local area.

5.7.3 Students will receive help in complying with official regulationsrelating to their residential status in Britain.

5.7.4 Students will normally be fully registered students of theuniversity. Reasonable access to university services andfacilities will be made available both during and outside theacademic year. These services comprise in particular healthand personal counselling, but students will also have access toavailable university services in respect of accommodation,catering, recreation facilities and Student Union membership.Pre-sessional staff will ensure that there is appropriatecatering, health and welfare provision at times when theuniversity’s normal services are not in operation.

5.7.5 On Pre-sessional summer courses, a social and excursionprogramme will be arranged. Students will be informed inadvance of any additional costs that this programme entails.Outside visits and excursions will be properly organised andadequately insured.

5.7.6 Accommodation will normally be arranged by the universityaccording to its parameters for students or by Pre-sessionalcourse staff in the case of homestay. Course staff will befamiliar with procedures concerning accommodation and theappropriate channels for queries and problems.

5.7.7 In cases where a homestay scheme operates, procedures will be inplace for the selection and briefing of host families, and adequateinspection and monitoring of the scheme, and of the servicesand facilities offered by the homestay provider.

5.7.8 Staff and students will know the procedure to be followed inemergencies. A trained first-aider will normally be within easyreach during office hours. This may be a Pre-sessional staffmember and/or a member of the university staff. The name,location and contact number of the first-aider will be madeknown to staff and students.

5.7.9 There will be a formal written procedure, known to the students,whereby they can register a complaint in the event that informalprocedures prove unsatisfactory. Records will be kept of anyformal written complaints and any action taken following such acomplaint.


STUDENT WELFARE

• Statements about the following andhow the information is disseminated tostudents:

- the extent of welfare provision,including student counsellingprovision

- the help students will receive withregard to police registration, renewalof visas, etc.

- local facilities- emergency procedures- living in Britain: eg banking,

shopping, legal and cultural issues.

• Information about student accessto general facilities:

- Students’ Union activities- sports facilities- religious and cultural facilities in

or near the institution- catering facilities- health care facilities- social activities/excursions organised

during the course includinginsurance cover.

• Statement of provision for assistingstudents with findingaccommodation, availability of on-campus accommodation, and anyspecial facilities for host-familyaccommodation (including any forms/information sent to host-families).

• Where a homestay scheme operates, astatement on procedures for selectingand briefing host families and formonitoring and inspecting services andfacilities offered.

• Information on how students arebriefed about these facilities, togetherwith copies of relevant leaflets,information sheets, a studenthandbook given to the students aboutthese facilities.

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5.8 COURSE EVALUATION

5.8.1 Effective mechanisms will exist to ensure the on-goingevaluation of all aspects of the course, to enable bothstudents and staff to provide regular feedback, and for anynecessary improvements to be made during the course.

5.8.2 End-of-course questionnaires will be administered and/orevaluation sessions conducted for students and staff to providemeaningful feedback on the course.

5.8.3 Effective systems will be in place to formally monitor thesubsequent academic achievement of students who havecompleted the pre-sessional programme. Such a follow-upexercise will be undertaken at regular intervals (at least onceevery three years) and will include consultation with paststudents and with staff in receiving departments.

CRITERIA AND DOCUMENTATION

5.8.4 The outcomes of on-going and end-of-course evaluation andfollow-up exercises will be documented, and records will be keptof action taken in response to these outcomes. The CourseDirector will be able to provide evidence of the ways inwhich these evaluation procedures have informed thedevelopment of the course from year to year.


COURSE EVALUATION

• Information on evaluationprocedures e.g. on-going,midcourse, end of course and post-course.

• *Samples of any questionnairesused, (including student and staffquestionnaires), staff observationrecords, minutes of staff meetings.

• *Copies of completed student andstaff questionnaires of previouscourses.

• *Course reports and summaries ofprevious course evaluationexercises.

• *Evidence of follow-up exercise onstudents’ progress in consultationwith receiving departments.


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APPENDIX 1a

APPLICATION FOR PRE-ACCREDITATION VISIT(Form AC1a)

Please copy this form to the Secretary of the BALEAP Accreditation SchemeCommittee.

1 Name of University .............................................................................

2 Name of Head/Director of Member Institutions and full postaladdress:

............................................................................................................

............................................................................................................

Post Code ................... Tel ............................. Fax ..............................

Email ..................................................................................................

3 List of courses seeking accreditation (with dates and predicted studentnumbers) and name of the lecturer responsible for each course (useseparate paper if necessary):

............................................................................................................

............................................................................................................

............................................................................................................

............................................................................................................

4 Preferred dates for Assessors’ visit (please offer as many as possible):

............................................................................................................

............................................................................................................

Signed ....................................... Position................... Date ...........................

Name and address of contact for correspondence, if different from above:

...............................................................................................................................

...............................................................................................................................

...............................................................................................................................

...............................................................................................................................

This application form can be downloaded from the BALEAP website.

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APPENDIX 1b

APPLICATION FOR ACCREDITATION (Form AC1b)

Please read the Accreditation Scheme Handbook and the appendices beforecompleting this form.Please note in particular Sections 1 & 2 pages 4 - 8, Section 5 pages 10 - 20and Appendix 5.

Please send three copies of this form to the Secretary of the BALEAPAccreditation Scheme Committee.

1 Name of University .............................................................................

2 Name of Head/Director of Member Institutions and full postaladdress:

............................................................................................................

............................................................................................................

Post Code ................... Tel ............................. Fax ..............................

Email ..................................................................................................

3 List of courses seeking accreditation (with dates and predicted studentnumbers) and name of the lecturer responsible for each course (useseparate paper if necessary):

............................................................................................................

............................................................................................................

............................................................................................................

............................................................................................................

4 Preferred dates for Assessors’ visit (please offer as many as possible):

............................................................................................................

............................................................................................................

5 Date of last Assessment Visit (if applicable).

............................................................................................................

6 I confirm that I have read the Accreditation Scheme Handbook, thatto the best of our knowledge the course(s) above meet(s) the Criteria,and that we will abide by the procedures of the Scheme.

Signed ....................................... Position................... Date ...........................

Name and address of contact for correspondence, if different from above:

...............................................................................................................................

...............................................................................................................................

...............................................................................................................................

...............................................................................................................................

This application form can be downloaded from the BALEAP website.

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APPENDIX 2

INTERIM DECLARATION OF MAINTENANCE OF STANDARDS

(Form AC2)

(Completion of this form will be required by the BASC two years after theassessment visit see 1.4.5 page 5)

1 Name and Correspondence Address of Head/Director and MemberInstitution:

............................................................................................................

............................................................................................................

............................................................................................................

Post Code ................... Tel ............................. Fax ..............................

Email ..................................................................................................

2 Date of last Assessment Visit ...............................................................

3 Names of Course(s) Accredited (with approximate length and dates)............................................................................................................

............................................................................................................

............................................................................................................

............................................................................................................

4 Names of Assessors: 1 ......................................................................

2 ......................................................................

5. Action taken on any recommendations from previous report.

Declaration: I hereby declare that the course(s) already accredited by BALEAP inthis institution are continuing. The quality of the course(s) has beenmaintained in all respects as laid down in the Criteria for Assessment,Section 5 of the Handbook. No major changes have taken place inthe management or staffing of the course(s).

Signed ............................................................................................................

Position ........................................................ Date.........................................

This form can be downloaded from the BALEAP website.

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APPENDIX 3

COURSE AND STUDENT PROFILES(to be completed by member institutions in electronic form and sent with advance documentation)

COURSE PROFILE

NUMBER NUMBER OF LEVEL/COURSE/BLOCK LENGTH DATES OF STUDENTS GROUPS RANGE(CLASSES)

STUDENT PROFILE

GROUP/ NUMBER MALE/ NUMBER OF NUMBER NUMBERCOURSE/BLOCK CLASS OF FEMALE COUNTRIES OF JOINING

STUDENTS RATIO REPRESENTED DISCIPLINES INSTITUTION

These forms and Appendix 4 on page 26 can be downloaded from the BALEAP website.


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APPENDIX 5

GUIDELINES FOR MEMBER INSTITUTIONSPREPARING FOR ASSESSMENT

Institutions considering being accredited for the first time are recommended torequest a pre-accreditation visit which will enable them to gain a clear idea ofwhat is involved. A form to request a visit is provided in Appendix 1a.

1 BEFORE THE VISIT

1.1 The Course Director/Co-ordinator is responsible for informing allstaff of:

• the date of the visit of the Assessors• the purpose of the assessment and the background to the scheme• the names of the Assessors• the documentation the Assessors may wish to see at the time of the

visit, e.g. aims and objectives of course components being taught onthe day, class records, administrative files etc.

• the need for teachers to produce lesson plans (e.g. one page of A4)and copies of teaching materials for the Assessors for all classeswhich take place during the visit (see 5.5.6). It is essential forAssessors to know, from lesson plans, how the class being observedfits with the syllabus and previous and subsequent classes.

• the fact that all teachers will be observed by at least one andprobably both Assessors for a period of between 15 and 30 minuteseach but that the observation is of the course not of individuals.

1.2 In the interests of continued good practice the Assessment Criteriashould form an integral part of the tutor briefing/induction andcourse evaluation of any eligible course.

1.3 Member institutions will liaise with the Assessors in preparation forthe visit (see 4.3. b) below).

1.4 Institutions which have been previously accredited are required toprovide a statement stating what measures have been taken to meetcriteria which were not met or were partially met. Areas where therehas been noteworthy development may also be mentioned (max 300words). This will also relate to the interim statement provided twoyears after the accreditation visit (see 1.4.5, above).

2. DURING THE VISIT

2.1 The Assessors will wish to talk to the Course Director/s and anyrelevant University staff about any aspect of the course which relatesto the Criteria in Section 5 of this Handbook. They will also wish totalk to academic and support staff on the course and to students.Assessors will visit the premises, observe classes and look atdocumentation not already submitted.

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2.2 Teachers should keep to the normal timetable. They should haveavailable any information (syllabus, background notes, records, lessonplans or previous work by students) that might help the Assessors toappreciate the purpose and context of the lesson and the reasons forthe methodology employed.

2.3 The Assessors will not normally give prior warning of intention toenter a particular class, but staff can be assured that the purpose of thevisit is not to ‘inspect’ or report on individual teachers but rather toevaluate the course as a whole.

2.4 At the end of the visit the Assessors will meet the course staff (preciseattendance to be decided by the member institution) to give somegeneral feedback on the visit, including for example, strengths andweaknesses of the course. The Assessors will not indicate whetheraccreditation is to be recommended.

3. AFTER THE VISIT

3.1 Any communication concerning the outcome of the visit should gothrough the BASC Chair.

3.2 A form requesting feedback on the accreditation visit is sent by theBASC Secretary to the member institution at the same time asconfirmation of the visit.

3.3 Payment of Assessors Member Institutions will be responsible for the payment of Assessors’fees and expenses in accordance with the Accreditation Scheme (see3.4 page 8). Arrangements for payment should be settled before thefinal summing up of the accreditation visit.

4. TASKS FOR INSTITUTIONS TO BE ASSESSED

4.1. Application and Preliminary Tasks :

a) Complete BAS application form AC1 (Appendix 1) and send to BASC chair.

b) Check through BAS Criteria forAssessment (Section 5) noting any gapsin your institution’s existingprovision/procedures.

c) Decide on and timetable/delegatenecessary action, e.g.:

Gap : ActionNo provision for • Include tutorialindividual tutorials slot in weekly(Criteria 5.5.4) timetable

• Include guidelines on tutorials inTutors’ Handbook


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SUGGESTEDTIMING

As early as possible:at least 3 months inadvance of visit

4.2. Documentation :

a) Go through BAS check list ofdocumentation to be sent in advancemaking 3 lists:

(i) documents already available(ii) documents which can be prepared inadvance(iii) documents to be completed at thestart of the course (e.g. class lists, studentprofile).

b) Create ‘Master File’ with sectionsnumbered according to Section 5 pages12 - 22.

c) Make and file, in the appropriate section,3 copies of documents in list (i).

d) Timetable/delegate production ofdocuments in list (ii). File (3 copies) inMaster File as they are completed.

e) Prepare documents in list (iii) and file assoon as information is available.

f ) Write a Contents Page fordocumentation.

g) List and check availability ofdocumentation marked with an asterisk(Section 5).

h) Previously accredited institutions shouldprepare statement of progress in meetingcriteria (see Appendix 5, 1.4)

4.3. Final Arrangements :

a) Check that course tutors and supportstaff are fully informed of date/purposeof visit and BALEAP criteria forassessment.

b) Liaise with Assessors on arrangementsfor the visit: arrival time, travel andaccommodation arrangements, meetingswith course director(s), tutors, clerical,technical and support staff, and withstudents. If the Assessors wish to meetany other university officials (e.g.International Officer) check theiravailability.

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SUGGESTEDTIMING

3 - 4 months beforevisit




Beginning of course

Induction/pre-coursetutors’ meetings

As soon as names ofAssessors and datesconfirmed (usually4-6 weeks prior tovisit)

c) Check that all advance documentation,including that in list (iii), is complete.Inform Assessors of any documents stillunavailable and what arrangements youhave made for them to receive/inspectthem. Make up two sets of completedocumentation, with contents page,keeping the Master File for yourreference. Send one set to each Assessor.

d) Arrange for documentation marked withasterisk in Section 5 to be available orinspection during the visit.

e) Inform staff and students ofarrangements for the visit:

• Purpose of visit• Time and place of meetings with

groups/individuals• Ask tutors to prepare brief written

lesson plans and extra set of materials for each lesson for the Assessors

• Arrange for student accommodation visit if required by Assessors.

f ) • Check arrangements for tea/coffee/lunch for the Assessors

• Arrange for room to be available forAssessors to confer, consult records, etc.

• Make arrangements for payment ofAssessors’ fees and expenses.

g) Final check on arrangements, availabilityof teaching records, copies of tests, filesof material, any last minutedocumentation.


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SUGGESTEDTIMING

2-3 weeks beforevisit

Week before visit

Week before visit

Week before visit

Day before visit

APPENDIX 6

APPEALS PROCEDURE

1 A member institution which is refused accreditation for a course typeafter the first or any subsequent full assessment has the right of appealagainst the decision. No such right exists in the case of referral.

2 An institution wishing to appeal must notify the Chair of the BASCof this intention in writing within 15 days of receiving confirmationof refusal of accreditation and must submit its appeal in writing to besent by recorded delivery within the following 30 days.

3 A previously accredited course type will continue to enjoy accreditedstatus until after the hearing and determination of the appeal.

4. On receipt of the written appeal the Chair of the BASC will invitecomments from the Assessors in the case.

5. The appeal will be heard by a committee consisting of:

- one of the BASC academic consultants- a BASC member (Chair or nominee)- a BALEAP member (not serving on the present BASC and not

employed by the appellant institution, to be nominated by theappellant institution in consultation with the Chair of BALEAP)

- an independent expert in the field of ELT (to be nominated by theappellant institution in consultation with the Chair of BALEAP).

6. The Appeals Committee will consider the following documents:

- full assessment report- appeal documents submitted by appellant institution- written documents by assessors in the case- any other documents which the Committee at its discretion may

consider relevant and proper to be considered for the purpose ofthe appeal.

All documents so considered will be copied to the appellantinstitution at least five working days before the hearing date of theappeal if they have not already been so copied previously.

7. The head (or appropriate nominee) of the appellant institution andone other member of staff may present their institution’s appeal inperson to the Committee.

8. Within 90 days after receipt by the BASC of the appeal in writing theAppeals Committee will make a written report to the BASC.

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9. When an appeal is upheld the institution will continue to enjoyaccredited status in respect of the course type in question. When anappeal is rejected the institution will lose its accredited status inrespect of the course-type in question and will have to go through allthe usual procedures for application for accreditation. It will then betreated as a new institution i.e. the course type will be grantedaccreditation or not following a full reassessment but there may be noreferral of the decision.

10. The appellant institution will be notified of the decision reached bythe Appeals Committee, and receive a copy of their report withinfourteen days of the hearing.

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APPENDIX 7

CHECKLIST OF DOCUMENTATION

INTRODUCTION

It is essential that the member institution submits documentation for each of thecourses seeking accreditation in order to assist the assessors in their preparation forthe visit. Where a course is divided into blocks, the information should beprovided for each block.

The list below is a checklist of appropriate information to send to the assessors.Institutions may offer further evidence or documentation in support of anapplication for accreditation.

Failure to submit sufficient or complete documentation may result in a visit beingcancelled.

Documentation listed below which is marked with an asterisk need not be sent inadvance but should be available for inspection during the visit.

The BASC welcomes comments on this list from assessors and institutions as thechecklist is regularly reviewed.

A. MANAGEMENT AND ADMINISTRATION

GENERAL1. Information presenting the role and position of the member institution in

the broader university context, including any development plans whichmight affect the member institution (e.g. membership of Faculty orSchool).

2. A statement outlining the current position of the member institutionincluding the following:• courses• any recent/planned developments• any particular difficulties overcome or currently faced• any outstanding achievements• an account of any reasoned departure (if any) from the Criteria.

3. A diagram showing the management structure of the member institutionwith names of post holders.

4. Information on and evidence of contact with other departments.

5. Statements of policy on:• staff recruitment • nature and regularity of staff meetings• Course Director contact with students• procedures for monitoring the quality of the course• teaching observation procedures• staff cover for absent teachers

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• pre-course briefing and induction• health and safety• student complaints’ procedures.

6. *Minutes of relevant staff meetings.

7. *Teaching observation records.

ACADEMIC8. Job descriptions of relevant staff with information about positions of

responsibility, allocations of administrative duties e.g.• staff recruitment• course planning• timetabling• provision of materials• provision and administration of tests• resources (including staff and student access)• allocation of classrooms• student recruitment• student allocation to classes• social events• student welfare.

9. *Any general brochures or prospectuses of the university that includeinformation relating to the member institution. Photocopies of anyrelevant pages may be included in the advance documentation.

10. *Publicity (brochures, leaflets, etc.) for the member institution.

11. Any student handbook, leaflets or brochures for the courses that are subjectto accreditation.

12. Any relevant audit or quality assurance reports from internal or externalbodies.

13. Course and student profiles (see Appendix 3).

154. Staff Handbook (for course staff, if available).

15. Induction Programme.

16. *Student Records.

B. STAFFING

17. An accurate and up-to-date CV for each member of academic staff, giving• qualifications• relevant experience• photocopies of certificates/degrees.

Each CV should include the date the teacher took up the present post.


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18. Staffing profile (see Appendix 4).

19. Statement of University pay scales and conditions of employment.

20. Employment documentation• Samples of contracts for full-time and part-time academic and non-

academic staff.

21. Statement and documentation on any staff development policy including,for example, information about staff development sessions, support forstaff members to attend professional conferences and/or courses and arecord of attendance of recent years.

22. Policy statement about the use of TEAP Competencies by the Unit.

23. Statement and documentation on any staff appraisal procedure practisedby the member institution.

C. RESOURCES AND FACILITIES

24. A map of the premises, indicating offices, classrooms and resource areas forthe relevant courses.

25. Information on access to the premises, public transport and car parkingfacilities.

26. Information on library and computer availability and access for students,including access to e-mail and the WWW.

27. *Lists of available resources, eg course books, supplementary materials,reference materials, self-access materials, hardware.

28. Information on how material resources are accessed by staff and, whereapplicable, by students.

29 Information on student access to language laboratory and/or self-accessfacilities and copies of any information sheets given to students on the useof such resources.

30. Information on teacher access to teaching equipment.

31. Information on provision of offices and/or workrooms for teachers.

32. *Display of appropriate copyright regulations and licences and a statementof procedures in use to ensure compliance with all copyright regulations.

D. COURSE DESIGN

33. Statement of principles of course design.

34. Description for students and teachers of components, aims and objectivesof course.

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35. Component syllabuses/outline plans for the teachers. Information onmaterials identified and available for each named course component.

36. An overview timetable with named components to reflect the overallbalance and progression of the syllabus.

37. Information on the introduction to the use of the library and computers.

38. Statement of any research and development policy practised by themember institution including, for example, time allowed for individualresearch and preparation, any materials or test development related to thecourses applying for accreditation, any study leave allowance, or relevantresearch conducted in the department.

E. TEACHING AND LEARNING

39. Timetables for the course showing tutors’ names, group, class and roomnumbers (to aid Assessors in planning an observation timetable).

40. Class lists for each component with student names, nationalities, gender,future course, proficiency level and number of teacher(s).

41. Information on number of teachers per group/class and Course Director’scontact with students.

42. *Attendance records.

43. *Lesson plans available for each class taught during the visit.

44. *Records of teaching plans and materials/handouts used for eachcomponent.

45. *Samples of students’ assignments/files.

46. Statement of how teaching materials are used, shared and developed byacademic staff on the course.

F. ASSESSMENT

47. Information on entrance requirements for course(s) to be accredited.

48. Information given to students on placement procedures and assessmentprocedures (including any testing).

49. Account of procedures for record keeping, reporting to sponsors,departments, etc. and sample documents.

50. Sample of test reports or certificates that are given to students.

51. Account of procedures for ensuring fairness and equivalency of assessmentprocedures.

52. Information regarding any external examinations for which students areentered.


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G. STUDENT WELFARE

53. Statements about the following and how the information is disseminatedto students:a. the extent of welfare provision, including student counselling provisionb. the help students will receive with regard to police registration, renewal

of visas etcc. local facilitiesd. emergency procedurese. living in Britain: eg banking, shopping, legal and cultural issues.

54. Information about student access to general facilities:a. Students’ Union activitiesb. sports facilitiesc. religious and cultural facilities in or near the institutiond. catering facilitiese. health care facilitiesf. social activities/excursions organised during the course including

insurance cover.

55. Statement of provision for assisting students with finding accommodation,availability of on-campus accommodation, and any special facilities forhost-family accommodation (including any forms/information sent tohost-families).

56. Information on how students are briefed about these facilities, togetherwith copies of relevant leaflets, information sheets, a student handbookgiven to the students about these facilities.

H. COURSE EVALUATION

57. Information on evaluation procedures e.g. on-going, midcourse, end ofcourse and post-course.

58. *Samples of any questionnaires used, (including student and staffquestionnaires), staff observation records, minutes of staff meetings.

59. *Records of students and staff questionnaires of previous courses.

60. *Evidence of follow-up exercise on students’ progress in consultation withreceiving departments.

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BALEAPBALEAPBritish Association of Lecturers

in English for Academic Purposes

© 2007

Produced by Media Services at the University of Leeds

Documents

THE BALEAP ACCREDITATION SCHEME HANDBOOK … · British Association of Lecturers In English for Academic Purposes 3 1. THE SCHEME ... In English for Academic Purposes 5 1.4.2