Frequently Asked Questions
Questions From Schools
How will I know when my School is to be reviewed?
In 2004 University Council approved a new seven-year cycle of academic departmental reviews (PDF Format - 34 KB)
The following Schools are due to be reviewed in 2011/12:
- School of Biochemistry & Immunology: 14th & 15th December 2011
- School of Physics: 20th - 22nd March 2012
- Department of Physiotherapy: 2nd & 3rd April 2012
- Department of Radiation Therapy: 2nd & 3rd April 2012
- Department of Occupational Therapy: 2nd & 3rd April 2012
Is there any flexibility in the review schedule?
The schedule may only be revised in exceptional circumstances following a recommendation from the Vice-Provost/Chief Academic Officer to Council.
What support and training is available to the School during this process?
The Quality Office provides ongoing support for Schools throughout the review process. This takes the form of (a) disseminating information on areas of good practice; (b) meeting with School heads and administrative/executive officers on issues of general preparation and the collation of review documentation, (c) meeting with academic staff within Schools to discuss how the review process can be a valuable exercise in the development of an School.
Can external examiners be nominated as reviewers?
External reviewers should not normally have had a close association with the School in a role such as external examiner within the last five years. In exceptional circumstances, a case could be made on behalf of a previous external examiner if the individual was an international expert in a field in which the School specializes, and therefore would be the most appropriate person to undertake an external reviewer role.
How are reviewers nominated?
All nominations for reviewers must be forwarded for College consideration by the Head of the School. The Head of the School is asked by the Vice-Provost/Chief Academic Officer to bring forward nominations for each quality review of a School. Normally eight to ten nominations per review will be submitted, from which three to four reviewers will be appointed. Schools should liaise with their Head regarding nominations. It should be noted that it is advantageous to ensure that reviewer nominations are submitted by the Head as early as possible within the review process to avoid delays and difficulties regarding reviewer availability, and that adequate background information on reviewer nominations is provided.
Where can I obtain examples of review self-assessment documents?
Copies of self-assessment documents are lodged within the Quality Office and can be accessed for reference purposes upon request. Heads of Schools are also encouraged to directly approach colleagues in cognate Schools who have undertaken a review recently. Informal discussions amongst Schools, sharing experiences of the review process and preparatory advice are invaluable and can save on unnecessary 'reinvention of the wheel' and duplication of activities. Executive staff would also benefit from sharing good practice with colleagues in cognate areas regarding the collation of documentation for the review process.
Will the School have to cover the costs associated with undertaking the review process?
Virtually all non-pay and reviewer expenses associated with the academic review process will be addressed by the Quality Office review budget. Heads of School and School executive officers should liaise with the Quality Office regarding photocopying expenses/document binding etc. at the start of the review process.
Will the School have to arrange catering and hospitality for the review visit?
Accommodation and travel arrangements for external reviewers attending College to undertake reviews will be organised by the Quality Office. The Quality Office, in liaison with School executive officers, will also arrange most catering requirements throughout the review visit. Such arrangements will be organised around the School's requirements.
Is there a link between professional body accreditations and the review process in College?
In September 2011, Council approved revised College procedures for Professional and statutory body accreditations, which endeavoured to streamline College quality improvement procedures with external professional accreditation visitations. The procedural document clarifies the link between internal and external quality mechanisms and aims to avoid any unnecessary duplication of staff time, effort, and resources, and enhance internal communication regarding quality assurance processes. An overview of the programmes that are subject to professional and statutory body accreditation at undergraduate and postgraduate level per Faculty, was also approved by Council.
Are curriculum developments such as the College Policy on the Broad Curriculum included in the academic review process?
External reviewers receive a copy of the College Policy on the Broad Curriculum as part of their briefing materials on the review process. It is therefore advisable that Schools include information in their self-assessment document on any funding received or teaching and learning initiatives associated with the policy.
Back to review process
Questions From Reviewers
Will TCD arrange my travel and accommodation?
The Quality Office will attend to all your travel and accommodation arrangements directly to alleviate any inconvenience or difficulties for external reviewers. Efforts will be made to ensure that reviewers are located within the same hotel to allow for informal pre- and post review discussions to be held. Arrangements for an extended stay or for partners to accompany reviewers during the review visit can also be accommodated, upon request.
When should I expect to receive my review materials?
Review materials are dispatched at least four weeks prior to the review visit. If you have not received your documentation 10 days prior to your departure please contact the Quality Office to ensure that a duplicate set of materials can be delivered by overnight courier.
Are the review materials the only source of information available to assist me in the review process?
No. Whilst every effort is made to ensure that the review materials are comprehensive, we are conscious that most reviewers are travelling from overseas to undertake the review exercise and are therefore restricted in the amount of materials that can be transported. Reviewers are encouraged therefore to (a) utilize information available on the Trinity College website, (b) request additional information from the School prior to the review visit, (c) request that additional information be available at anytime during the review visit. The review process is a collegial process and Schools are keen to ensure that reviewers have access to all materials deemed necessary to undertake the task of effectively commenting upon the teaching, research, and administrative elements of their provision. Reviewers should therefore request access to any additional materials considered relevant at any time during the review process.
Is it appropriate to make contact with the School prior to the review?
Reviewers are encouraged to contact the Quality Office directly prior to the review with any points requiring clarification or with requests for access to additional information. Contact details will be provided as part of the review materials dispatched four weeks prior to the review visit.
Can amendments be made to the proposed review timetable prior to or during the review?
Yes. A proposed draft review timetable is dispatched to reviewers as part of the review materials four weeks before the review visit. The timetable may be amended where appropriate, up until it is presented to reviewers at the start of the review visit. However, at any time in this process reviewers can request that additional meetings be scheduled with staff within Trinity College, or representatives from associated colleges, professional bodies, teaching hospitals etc. Meetings will be facilitated subject to staff availability. Liaison with the Head of the School throughout the review visit should allow for ongoing timetable amendments to be arranged, upon request.
When should I expect to receive payment for the work undertaken on the review?
Payment of the honorarium and reviewer expenses will be processed upon submission of the draft review report. Payments will be subject to a 'withholding tax', details of which will be distributed to you by the Trinity College Treasurer's Office alongside your cheque. If you have not received payment within one month of the submission of the draft report please inform the Quality Office who will ensure that payment is processed swiftly.
Questions From Students
What is the role of students in the review process?
The quality review process invites external peers to visit a School within College and examine its effectiveness in teaching, research and administration. A key factor in the review visit is to ascertain directly from students at undergraduate and postgraduate level, their satisfaction with their experience of studying at Trinity College. Students are therefore invited to participate in the review process by commenting upon all aspects of their learning experience within the School and College generally. Topics may include: appropriateness of curriculum content, variety in teaching methods, staff approachability, learning resources, adequacy of teaching accommodation etc. For further information, please refer to the Guidance notes for Student Participation in Quality Reviews of Schools
Is participation limited to student representatives?
A small number of student representatives (at least two) should be included in all meetings between students and reviewers, particularly as student representatives have support from the Students' Unions on issues of representation and how to participate in academic meetings. However, School will notify students about the meeting with external reviewers and request participants. Students are encouraged to approach their Schools about participating in the review process.
Do students get paid for participating in quality reviews?
Unfortunately it is not possible for students to be paid for attendance at meetings with reviewers during the review process. However, student meetings are often scheduled to be held around lunch periods to encourage widespread student attendance and to allow for a 'buffet-lunch meeting'.
Do students meet with the reviewers in groups or individually?
Due to time limitations throughout the review visit, it is very rare that reviewers would meet with students individually. This may only be possible with postgraduate research students in smaller Schools. The tradition is that Schools would arrange for the reviewers to meet with several groups of students representing differing cohorts of study e.g. freshmen/sophister students, postgraduate taught students etc.
Are members of School staff present during student meetings with the reviewers?
No. Meetings between reviewers and students are held confidentially, without the attendance of Trinity College staff. General comments made by students will be incorporated into the review report .
QUALITY COMMITTEE
How does the Quality Committee (QC) Report?
The Quality Committee is a compliance committee of Council QC and reports directly to Council.
Does the Quality Committee (QC) meet regularly?
The QC meets at least once a term, depending on the amount of business for consideration.
Do QC Members have access to self-assessment documents or review reports?
Up to now, the external reviewers' reports have had very limited circulation, but College and the University sector generally is moving towards making these reports more widely available. Policy in this area is currently being developed. Reviewers' reports are now published on the Quality Office website.
Is there student representation on this Committee?
Yes. Student representation on the QC is provided by the Students' Union Education Officer and the Graduate Students' Union Vice-President.