Quality Assurance at CREATE Educations

Quality Assurance

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

  • Semester management including semester planning, semester execution and semester and teaching evaluation
  • Study programme evaluation
  • Monitoring and guiding of students behind schedule 
  • Employer panel, e.i. cooperation and dialogue with the employers
  • Dialogue with graduates
  • Dialogue with external examiners
  • Study programme key performance indicators
  • Self-evaluation of study programmes
  • Study enviroment

The 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.

On this page, you will find information on the quality assurance procedures at CREATE as well as the documents that support these procedures. Links for the documents are found in the menu on the right. 

Please find the department’s organization of the quality assurance here (in Danish).

For more general information about the quality assurance procedures at Aalborg University, please visit the central site for quality assurance at AAU

Quality Assurance Procedures

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    Semester Management

    Semester management consists of the elements described below: semester planning, semester execution and semester and teaching evaluation.

    You will find documents supporting the semester steering here 

    Semester planning

    The semester planning cycle starts in April for the upcoming fall semester and in October for the upcoming spring semester. 

    The department appoints semester coordinators and later course teachers, project supervisors etc. The semester coordinators' 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 either its June or December meeting. 

    Other tasks involved in the semester planning includes preparation of information and teaching material to be published on Moodle for students, scheduling teaching and meetings, making appointments with external guest lecturers, ensuring the availability of equipment, etc.

    Semester execution

    The semester starts by the semester coordinator and the teachers 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 will have the students 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.

    Semester and teaching evaluation

    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 by the students.

    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 given on the questionnaire, the 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 to 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 for the fall semester and October for the spring semester. The study board 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 website 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 on the website.

    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.

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    Study Programme Evaluations

    Study programme evaluation is carried out each year, based on responses given by 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 be available in October on the department's quality assurance webpage. 

    Read more about the evaluations here

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    Monitoring and guide of students behind schedule

    After each term has finished with exams, it is the responsibility of the study boards to check which students are behind schedule. Students behind schedule with 6 or 12 montsh will be offered guidance by the university in order to minimize dropout. Students who are behind schedule due leave e.g marternity leave, adoption leave of due to enlistment are not offered guidance as these are special circumstaces.  

    Read more about AAU's procedure for monitoring and guide of students behind schedule here (in Danish)

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    Employer Panel

    The purpose of the employer panel is to facilitate continouse dialogue between the university and employers in both public and private organisations about the quality of study programmes and about their relevance.  The employer panel functions as a strategic advisory board meant to ensure cohesion between education, profession and the areas of employment a given study programme is targeted to. The panel is also meant to ensure that future needs of the employers are met. 

    Read more about the employer panels, memebers and meetings via the links below:

    Architecture and Design Employer Panel

     

    Media Technology Employer Panel

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    Dialogue with graduates

    Graduates are asked to participate in evaluations about their employment patterns, their perception of the quality of their education etc. The results of the evaluations are used for self-evaluation and quallity assurance of the study programmes.  Also, the graduates evaluations are used by career counselors, student guidance conselors and others when guiding students about job oppurtunities, areas of employment and when helping students desciribing their competences to a potential employer. 

    During a period of three years, all study programmes at AAU are evaluated as a part of the self-evaluation proces. Each year in this three year period, 80-90 study programmes are evaluated by graduates.

    You can find the graduate evaluations here (Danish only)

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    Dialogue with external Examiners

    Dialogue between the university and external examiners is part of the continouse monitoring and quality assurance of the exam system. On of the central elements in this process is the annual testimony given by the external censors. For this testimony, the individual external censors contribute with their experiences from exams in the past year. Besides the annual testimony, informal conversations, meetings between the university and external censors as well as professional hearings are part of the ongoing dialogue.

    For more information about the corps of external examiners used by each study board, visit the link below:

    External Examiners used by Media Technology

    External Examiners used by Architecture and Design

     

    Read AAU's general procedure for dialogue with external examiners here (in Danish)

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    Study programmes key performance indicators

    In October of 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 studies who subsequently forwards the report to the Faculty of Engineering and Science. The dean calls for a meeting with the head of studies 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.

    Read more about AAU's procedure about study board reports here (in Danish)

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    Self Evaluations 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 the following:

    • Analysis of systematically collected information on the programme
    • The student performance 
    • The graduates
    • The collaboration with employeers and society in general 
    • The research environment
    • 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 adjusting the report based on comments from the study board, an evaluation meeting is then held with a subject matter expert and a employeer representative who 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, the revised plan of actions and the annual KPI report (see above) is discussed with the dean, and a final plan of actions is planned. 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 made is neccessary.

    Read more about AAU's procedure for self evaluation here (in Danish)

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    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 read how the department handles the follow-up on feedback regarding the study environment below.

    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:

    • Listed problems in summaries from semester group meetings under the specific agenda item concerning the physical, psychological and aesthetic environment
    • 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 Campus service (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.

    Read more about the study environment and follow-up actions here