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Quality Assurance at CREATE Educations

Quality Assurance at CREATE

The quality assurance procedures at CREATE are following an annual cycle that consists of the following subjects:

  • Semester planning
  • Semester execution
  • Semester and teaching evaluation
  • Study programme evaluation
  • Monitoring and guiding of students behind schedule 
  • Cooperation and dialogue with the industry
  • Dialogue with graduates
  • Dialogue with external examiners
  • Study programme key performance indicators
  • Self-evaluation of study programmes

Study board secretaries, study secretaries, semester coordinators and others that are responsible for the planning, execution and evaluation of semesters at CREATE should be aware of the deadlines and persons responsible for the actions as listed in the annual cycle.

For more general information about the quality assurance procedures at Aalborg University, please visit www.kvalitetssikring.aau.dk.

Semester Planning

The semester management cycle starts in April and October for autumn and spring semesters, respectively. The department appoint semester coordinators and later course teachers, project supervisors etc. The semester coordinator’s first task is to prepare the semester description, following the study board’s conclusions on the evaluation of last year’s iteration of the semester, and in agreement with the other teachers of the semester. The study board approves the semester description on its June, respectively, December meetings. Other tasks involved in the semester planning includes preparation of information and teaching material to be published on the Moodle platform for the students, to make teaching and meeting schedules, make appointments with external guest lecturers, ensure the availability of equipment, etc.

Semester Execution

The semester starts by the semester coordinator and the teachers of the semester presenting the prepared semester description, introducing the courses, presenting project proposals, etc. for the students, and by the students forming project groups. The semester coordinator asks the students to appoint a representative from each project group to enter into the semester group, which will be meeting 2-3 times during the semester to make a status on the course teaching, the project work, etc. Minutes from these meetings will be published at the semester’s room in Moodle, and will form part of the basis for the semester coordinator’s subsequent preparation of the semester evaluation report.

The semester and teaching evaluation report prepared by the semester coordinator will be based partly on the general experience of the semester and on how the courses and project modules have been perceived.

In short, the procedure consists of the following steps:

1) Preparation of the semester and teaching evaluation

The department sends out a short questionnaire to each student in the middle of June for the spring semester, and in the middle of January for the fall semester.

Based on the answers to the questionnaire, minutes of semester group meetings and other kinds of written feedback from students, lecturers and project supervisors, the semester coordinator prepares a draft semester and teaching evaluation report.

The semester coordinator sends the draft report to the members of the semester group and the study secretary for comments.

After a possible adjustment of the draft, the semester coordinator then sends the final evaluation report to the study board no later than October 1 for the spring semester and March 1 for the fall semester.

2) Processing of the semester and teaching evaluation

Based on the semester evaluation report the study board evaluates the past semester’s planning, execution and evaluation at a study board meeting in March and October, respectively, and prepares conclusions that are the basis for possible adjustments of the planning, execution and/or evaluation of the next iteration of that semester.

3) Communication of the semester and teaching evaluation

The conclusions are published at the study board’s homepage and is sent to relevant parties including semester coordinators, department heads, study board secretaries, and (via study secretaries) subsequently to the coming semester coordinator.

Shortly after the study board meeting, the students are informed that the semester coordinator's summary and recommendations as well as the study board's conclusions can be accessed at the homepage of the study board.

4) Follow-up of the semester and teaching evaluation

Depending on the nature of the conclusions for the individual programme semesters, the study board contacts relevant parties (department heads, semester coordinators, course lecturers, project supervisors, study programme groups) and initiates the required adjustments in due time before the next semester’s iteration.

The implementation of adjustments is carried out by the semester coordinator, course lecturers, project supervisors and/or the study board, semester group or study programme group depending on the type of adjustment.

Study Programme Evaluations

Study programme evaluation is carried out each year, based on responses from graduating bachelor's and master's students on a questionnaire. The questionnaire contains questions within the following main areas on the individual student's experience of the coherence and progression of the entire study programme:

  • fulfilment of expectations
  • professional content and level
  • coherence
  • learning objectives
  • study load

The graduates' answers are discussed on study board meetings and can result in adjustment of the planning, execution and evaluation of teaching as well as changes in the curriculum. 

The department study council is discussing the study boards' comments to the evaluation reports on department study council meetings. Summaries from these meetings can be accessed at the CREATE intranet.

Students who participated in the evaluations are informed beforehand that the results of the evaluations will available in October at the department's quality assurance webpage in October.

Yearly Study Board Reports on Study Programme KPI's

In October each year, each study board receives an automatically generated report on key performance indicators (KPIs) of the study programmes that the study board is responsible for. The chairman of the study board makes sure that the report is discussed at a study board meeting along with information on the latest analysis and guidance of students behind schedule. The chairman of the study board works out a brief report on the study board’s conclusions on the KPI report and sends the report to the head of school that subsequently forwards the report to the Faculty of Engineering and Science. The dean calls for a meeting with the head of school and the chairman of the study board in December, where the report and the plan of actions resulting from the self-evaluation procedure (see below) are discussed.

Self Evaluation of Study Programmes

Each study programme gets evaluated every six years following the AAU procedure for self-evaluations of study programmes. The self-evaluation of a study programme is based on analysis of systematically collected information on the programme, the student performance, the graduates, the collaboration with industry and society in general, the research environment and the pedagogical competence development of the teachers. The chairman of the study board, the head of studies and the head of department prepare a self-evaluation report based on information provided by the Faculty of Engineering and Science, and others. After adjustment of the report based on comments from the study board, an evaluation meeting is then held with a subject matter expert and a representative from industry that comments on the self-evaluation report. Based on the comments, the head of studies, head of department and the chairman of the study board work out a draft plan of actions that gets presented to the study board for approval. Following that, the revised plan of actions and the annual KPI report (see above) is discussed with the dean, and a final plan of actions is worked out. The following five years, the involved partners work out a status report concerning the fulfilment of the plan of actions. The status report and the annual KPI report are then discussed with the dean, and a revised plan of actions is possibly made.

Study Environment

As part of the procedure “Follow-up on identified problems in the study environment at ENG and TECH”, which describes the role of the study boards and head of studies in connection with the handling and registration of study environment problems you can here read how the department handles the follow-up on feedback regarding the study environment.

The study board collects and registers problems about the physical, psychological and aesthetic study environment once each semester. Apart from that the study board continuously registers minor problems concerning the study environment, which can be solved (e.g. via reporting to CAS or ITS).

The remaining problems are collected via two different sources:

  1. Listed problems in summaries from semester group meetings under the specific agenda item concerning the physical, psychological and aesthetic environment
  2. Problems pointed out by students in semester and teaching evaluations under the specific question about the physical, psychological and aesthetic environment

The problems collected are registered in the department’s overview of study environment problems, and the study board indicates if the problems can be solved by the study board.

The completed overview is sent to the head of department no later than in the middle of March for fall semesters and the middle of October for spring semesters.

The department identifies problems and shortcomings in the physical study environment across study boards and sends them to CAS no later than April 1 and November 1.

The department evaluates the received problems, and sends unsolved problems to the associate dean once a year.

After this, the students receive a complete feedback from the head of studies about the problems and wishes if any. The feedback is available on this page.

Semester and Teaching Evaluations

Semester management

Templates  

Information about a course
(Danish version)(English version)

Agenda for semester group meetings
(Danish version)(English version)

Minutes for semester group meetings
(Danish version)(English version)

Semester and teaching evaluation report 
(Danish version)(English version)

Conclusions to the semester and teaching evaluation
(Danish version)(English version)

Conlusions to the study programme evaluations
(Danish version)(English version)