ATTACHMENT
Committee: Academic Senate
Date: 16 May 2012
Item: 4.5
CHARLES STURT UNIVERSITY
ACADEMIC SENATE
REPORT OF THE COMMUNICATION WITH STUDENTS POLICY
WORKING PARTY
1.
INTRODUCTION
This is the report of Communication with Students Policy Working Party which was
established by the Academic Senate at its meeting on 18 May 2011.
The Working Party was established with the following membership;
Prof Ken Dillon
Dean of Studies (Convenor)
One representative from each Faculty (nominated by each Dean
of Faculty):
Dr Jenny Sappey
Arts
Assoc Professor Irfan Altas Business
Ms Carol Burgess
Education
Assoc Prof Ben Wilson
Science
Ms Liz Smith
One representative from Academic Support (nominated by the
Dean of Studies)
Mr Ray Eldridge
One representative of Indigenous Support Services (nominated
by Dean of Studies)
Ms Kai Zauner-De Ville
One student nominated by the Student Senate
Ms Sarah Ansell
Director, Division of Marketing
Ms Hedy Bryant
Manager, Service Culture
Ms Megan Bond
Secretary to the Working Party
The Working Party was established with the following terms of reference;
2.
•
to review the Policy for Communication with Students (which is published at Part
P8 of the Academic Manual) which contains the Minimum Standards for
Communicating with Students and the Guidelines for Communicating with
Students in Correction Centres.
•
to ensure that the Policy for Communication with Students operates within the
context of the emphasis on “responsiveness to students” as contained in the
CSU Common Teaching Standards.
•
to ensure that the Policy for Communication with Students addresses the
growing use of web technologies in student communication in relation to learning
and teaching.
THE OPERATION OF THE WORKING PARTY
The Working Party met on six occasions between June 2011 and April 2012 to consider the
Policy for Communication with Students (which is published at Part P8 of the Academic
Manual) and to formulate its amendments to the Policy.
Members of the Working Party consulted staff within their respective Faculties/Divisions in
order to canvas the issues that exist with respect to the current Policy and to identify what
changes were considered necessary to update the Policy.
Members agreed that the Policy should apply to all undergraduate and postgraduate
coursework students at CSU and that a separate Policy should be developed within the
University with respect to academic communication with higher degree research candidates.
This understanding is reflected in the recommendations to Academic Senate, below, and the
final draft of the Academic Communication With Students Policy that is submitted for
approval.
The work of the Student Communication Project Steering Committee, particularly in relation to
the definition of the various types of communications with students (critical, important &
general) and the inclusion of communication issues as part of the student orientation program
and staff induction, was considered and included in the deliberations of the Working Party
and are reflected in the amendments to the Policy that are recommended.
The penultimate version of the draft Policy was also submitted to the Executive Director,
Division of Learning and Teaching Services and the staff of the Division for consideration and
their comments have been included in the final draft of the Policy.
3.
RECOMMENDATIONS
The following recommendations are made to Academic Senate:
Recommendation 1
To recommend to Academic Senate that the Academic Communication With Students Policy,
which will apply to all undergraduate and coursework postgraduate students at Charles Sturt
University, be approved, effective from the commencement of Domestic Session 1 in 2013
(which will be in March 2013), and that it replace the Minimum Standards for Communicating
With Students Policy and Guidelines for Communicating With Students in Correctional
Facilities (which are published at Part P8 of the Academic Manual).
Recommendation 2
To recommend to Academic Senate that a Working Party be established to develop a policy
for academic communication with higher degree research candidates.
Recommendation 3
To recommend to Academic Senate that the Subject Outline Policy be amended so that the
contact details to be included in Subject Outlines include School Office phone numbers,
effective from …….. (Note: this will require the relevant auto-text function in MSI to be
updated).
Recommendation 4
To recommend to Academic Senate that Interact subject sites remain open for at least XX*
days after the end of the teaching session. (Note: the current requirement is that these sites
remain live for 70 days after the conclusion of the teaching session).
* The Executive Director, Division of Learning & Teaching Services is to provide advise on the
number to be included here.
Recommendation 5
To recommend to Academic Senate that the Subject Outline Policy be amended to include a
requirement that a statement that details the educational technologies and online learning
spaces that will be used to deliver the subject, how the teaching staff member will use the
tools and spaces to facilitate student learning; and the teaching staff member’s expectations
of how students will engage their learning through the participation in and contribution to
those collaborative spaces.
Recommendation 6
To recommend to Academic Senate that the Subject Outline Policy be amended to state that
unless otherwise approved in exceptional circumstances by the Head of School, in the
delivery of their subject all teaching staff must use at least one online technology that offers
direct collaboration between student-student-academic in a public teaching space.
Recommendation 7
To recommend that Academic Senate request that the University Officers responsible for the
Policy for the Use of University Computing and Communication Facilities, the CSU Web
Policy and the Guidelines for Communicating Without Bias review these policies to ensure
that they are consistent with the relevant sections of the Academic Communication With
Students Policy.
Recommendation 8
To recommend to Academic Senate that clause 1.3.8 (g) of the Subject Outline Policy be
amended to refer to the Academic Communication With Students Policy and to include
reference to the complaints procedures under the Policy.
Recommendation 9
To recommend that Academic Senate request that the Deputy Vice-Chancellor (Academic
ensure that the Academic Communication With Students Policy be included as a part of the
ongoing induction and staff development for all teaching staff and that ongoing staff
development be made available to teaching staff with respect to the types of educational
technologies available for use in teaching.
4.
ATTACHMENTS
Academic Communication with Students Policy (Draft version recommended to Academic
Senate for approval)
Professor Ken Dillon
Convenor, Communication with Students Policy Working Party
26 April 2012
ACADEMIC COMMUNICATION WITH STUDENTS
As approved by the Vice-Chancellor on 14 August 1998, and amended by
Academic Senate on 26 July 2000 (AS 00/123, AS 00/126 and AS 00/128), 28
March 2001 (AS 00/35), 3 April 2002 (AS 02/18), 11 December 2002 (AS
02/115), 7 December 2005 (AS 05/166) and 16 May 2012 (AS 12/…).
Preamble
This Policy is applies to all undergraduate and coursework postgraduate students
of Charles Sturt University.
1
Objectives
The objectives of this Policy are to facilitate effective and timely
communication and consultation between students and teaching staff in
support of student learning and the student experience. This Policy also
acknowledges and contributes to the expectation of mutually responsive
and respectful communication. As such this Policy is guided by the
underpinning principles in the CSU Degree and the rights and obligations
outlined in the CSU Student Charter and Common Teaching Standards. It
is predicated on admission to CSU that requires all students to have
access to an Internet connected computer capable of communication with
CSU online systems (refer to the Admission Regulations).
This Policy is framed to reflect learning and teaching in the online learning
environment (OLE). It acknowledges the diversity of student cohorts, and
in particular, the physical isolation and disadvantage of some students. It
also acknowledges the increased communication flow between students
and teaching staff in the OLE through the availability of a range of
communication technologies.
This Policy seeks to achieve its objectives by:
•
ensuring that students have access to teaching staff for information,
advice and support and are adequately informed of approved staff
absences and procedures for obtaining advice during periods of
staff absences;
•
ensuring that students receive prompt response to communications
with teaching staff; and,
•
establishing procedures that foster mutual respect and co-operation
in the communication between students and teaching staff.
2
References
This Policy shall operate in conjunction with:
3
(a)
The Charles Sturt University Web Policy
(b)
The Charles Sturt University Policy for Use of University Computing
and Communication Facilities
(c)
The CSU Guidelines for Communicating without Bias
(d)
The Charles Sturt University Complaints Policy
(e)
The Charles Sturt University Subject Outline Policy
(f)
The CSU Student Charter
(g)
The CSU Educational Technology Framework
Minimum Requirements
3.1
Response Times
Students should not contact teaching staff until 3 working days
before the commencement of the teaching session, unless
otherwise advised by the Subject Coordinator.
All teaching staff (including casual, partner and adjunct staff) must
set aside time to communicate with students during the teaching
session.
Where a teaching staff member, appointed on a casual basis acts
as Subject Coordinator, the Head of School must ensure that the
teaching staff member is accessible to students.
Where a student directly contacts a teaching staff member for
information, advice and/or support (except in online teaching
spaces) the teaching staff member must respond to the request
within 3 working days. Where an answer takes longer to obtain
than 3 working days students should be informed of steps being
taken to respond to their enquiry.
If it is not possible to respond within 3 working days, students
should be informed of alternative arrangements for obtaining advice
during such periods. Appropriate information shall be provided to
students through email out-of-office messages, appropriate
communication via Interact or answer phone messages. The
message must advise the response time. The School Office should
also hold this information.
3.2
Staff Contact Details and Consultation Process
All teaching staff must notify students of their contact details and
the consultation process in the subject outline.
This information must include School Office numbers as well as the
name(s) of teaching staff who will teach the subject. It must include
the Subject Coordinator (and where relevant the Subject
Convenor), their contact details and details of the processes for
consultation.
If this information is not available when the subject outline is
prepared, advice on how and when the information will be provided
to students must be published in the Interact subject site.
Where a student needs to make telephone contact with a teaching
staff member but is unable to do so, they should contact the School
Office. The School Office will advise the student of a time and
number at which the teaching staff member will be available. In
making such a request students must clearly specify their own
availability and contact details.
Teaching staff should make themselves available for consultation
with students. Subject to the agreement of the Head of School,
teaching staff may choose to provide set consultation hours or
respond to specific requests. Details of consultation arrangements
should be published in the Interact subject site. Students must be
able to gain synchronous consultation with their teaching staff
member within 1 week of requesting it in person or by email.
4
Selection of Educational Technologies
4.1
In accordance with the Subject Outline Policy all subject outlines
must be available online in CSU Interact no later than 14 days prior
to the commencement of the teaching session.
4.2
4.3
Interact subject sites will remain open for at least x days after the
end of the teaching session. It is not expected that teaching staff
will be responding to postings in Interact during this period. If
students require a response to their query they should email the
teaching staff member directly.
Choice of Educational Technologies
CSU’s OLE provides a range of collaborative communication tools
(e.g. chatrooms, collaborative writing spaces, collaborative student
project sites, virtual meeting rooms). In recognition of diverse
student needs and teaching pedagogies only a small number of
educational technologies are mandated. However, unless otherwise
approved in exceptional cases by the Head of School, in the
delivery of their subject all teaching staff must use at least one
online technology that offers direct collaborative communication
between student-student-academic in a public teaching space.
4.4
Statement of Mutual Expectations and Engagement
Irrespective of the choice of educational technology, teaching staff
must offer a clear statement in the Learning Design Section of the
Subject Outline that outlines: the educational technology and online
learning spaces that will be used to deliver the subject; how the
teaching staff member will use the educational technologies and
spaces to facilitate student learning; and the teaching staff
member’s expectations of how students will engage their learning
through their participation in and contribution to those collaborative
spaces.
4.5
Use of Online Discussion and Communication Technologies
4.5.1
CSU’S OLE (with Interact at the centre) provides a range of
options to facilitate asynchronous communication and
discussion (such as announcements, forums, online
discussions). For each subject, the Subject Coordinator will
be expected to set up and/or activate an appropriate
asynchronous communication technology and respond at
least once a week to student messages that request
information and advice.
4.5.2
In accordance with CSU Policy for the Use of University
Computing and Communication Facilities, the CSU Web
Policy and CSU’s “Guidelines for Communicating without
Bias”, teaching staff shall not censor the comments posted
online by students except where such comments promote
Megan Bond 26/4/12 2:12 PM
Comment [1]: Number of days to be
inserted
or display blatant and active racism, sexism or harassment
of fellow students on the basis of a person’s gender, race,
ethnicity, sexual orientation, marital status, age, physical
characteristics, level of ability, religion or class..
Should offensive comments occur that are in breach of
CSU Web Policy the teaching staff member must gain the
written authorisation of their Head of School before
removing the offensive posting. If the Head of School
deems the offensive comments to be of a serious nature
they may refer the matter to the University Ombudsman.
5
Mutual Respect Between Staff and Students
5.1
Teaching staff and students should maintain a professional manner
in their communication that is honest and timely. In accordance with
CSU Guidelines for Communicating Without Bias they should take
care to use non-discriminatory language that avoids reference to a
person’s gender, race, ethnicity, sexual orientation, marital status,
age, physical characteristics, level of ability, religion or class unless
such information is relevant to the learning activity or discussion.
The tone of communication between teaching staff and students
should be mutually respectful.
5.2
Where a teaching staff member has concerns about the
communication pattern of a particular student (frequency, timing,
content of communication) in collaboration with their Head of
School and the student they may develop a communication
management plan in support of both the student and teaching staff
member.
If the Head of School decides to vary arrangements for, or place a
restriction on the provision of services this should be communicated
in writing directly to the student.
6
Communication with Students in Isolated Locations
University admission requires students to have access to an Internet
connected computer capable of communicating with CSU online systems
(refer to the Admission Regulations).
Notwithstanding this requirement, if for some reason a student is unable to
communicate with CSU online systems (for example because they are an
inmate of a correctional facility or reside at an isolated geographical
location) then a special communication management plan shall be
established by the teaching staff member in collaboration with their Head
of School and the student.
7
Complaints Under this Policy
7.1
Complaints under this Policy should be dealt with at the School
level by the relevant Head of School in accordance with the
provisions of the CSU Complaints Policy, thereby facilitating a
prompt and mutually agreeable resolution of alleged breaches.
7.2
If, after following the steps set out in this Policy for contacting
teaching staff, students believe that the minimum standards have
not been observed, they may bring the matter to the attention of the
Head of School responsible for the teaching of the subject.
Students should be advised in the subject outline of their right to
lodge a complaint. Students should be advised that in the first
instance they should send an email to the Head of School outlining
the issue and their concerns.
7.3
If a teaching staff member is experiencing unreasonable demands
under this Policy they may seek the approval of the Head of School
to vary the requirements within the broad framework provided by
this Policy.