Module Feedback Policy

1. Introduction

1.1 Purpose

1.1.1

The ethos of Student Feedback at Swansea University is core to the success of the institution in relation to the Academic Faculties and Professional Services and is a key commitment within the University’s Strategic Plan under Commitment 03: We will respect and value our students as partners.

1.1.2

The Student Engagement Strategy identifies module feedback’s role in student partnership and engagement and its key purpose as an enhancement tool. In particular the strategy refers to increasing engagement in module feedback for both staff and students:

Principle Two: Student Engagement and Staff Ownership

Fully support the module feedback programme, ensuring students and staff engage with the process.

Principle Three: Student Engagement in Academic Quality Assurance and Enhancement

Seek to increase engagement with Module Feedback, Student Surveys and other feedback and engagement opportunities, ensuring that they offer inclusive opportunities for all students to engage.
Ensure students receive timely and appropriate feedback to responses given in both module feedback surveys, all surveys and feedback mechanisms such as Unitu.

1.1.3

The culture of partnership working with students is identified as a centenary commitment in the University’s Learning and Teaching Strategy 2019-2024 that states ‘we will continue to work with our students to provide them with the best experience, contributing to positive student outcomes’.

1.1.4

The UK Quality Code advice and guidance for student engagement states as an expectation for quality that ‘Students can provide feedback, work collaboratively with staff and other stakeholders as they consider feedback and other quality indicators and work as co-creators of the curriculum. These activities will contribute to effective course design and approval, periodic review and the recognition of high-quality teaching.’ This highlights the importance of student feedback and the students’ role in utilising this feedback as well as the role of staff as outlined in the advice and guidance for learning and teaching: ‘Student feedback is responded to and/or acted upon to enhance the quality of learning and teaching’.

1.1.5

The university provides 2 types of module feedback:

End-of-module feedback: the purpose of this is to receive student feedback on the whole module and to highlight areas of good practice and areas for enhancement. This survey focuses on the student experience of the module.
Flexible module feedback: the purpose of this is to receive student feedback during the module to allow for any enhancements to be put in place and to close the feedback loop with students in a timely manner. This survey focuses on assessing the understanding and learning of our students.

1.2 Scope

1.2.1

This policy relates to internally-run module feedback at Swansea University only. It does not apply to other University surveys including the National Student Survey (NSS) or Student Experience Surveys at undergraduate and postgraduate level.

1.2.2

This policy applies to all Swansea University undergraduate and postgraduate programmes which undertake module feedback.

1.3 Principles

1.3.1

Student feedback is vital in providing the University with first-hand information regarding the student experience, including both academic and extra-curricular based feedback from students. Student feedback is used for enhancement purposes at module, programme and Faculty level, as well as to enhance the provision and function of our Professional Services.

1.3.2

Swansea University has a commitment to encourage and engage with student feedback, therefore, it is anticipated that all modules across the University will undertake module feedback including both flexible/bespoke module feedback and end-of-module feedback. The Student Feedback Team in Academic Quality Services will work with, and support Faculties to enable flexibility within module feedback to meet the needs of varying teaching patterns.

1.3.3

Student feedback responses in surveys and module feedback will remain anonymised and will comply with the University’s Student Privacy Statement in relation to data processing and handling.

1.3.4

Student feedback opportunities are provided at all levels of study, across all Faculties. Surveys remain a large part of the student feedback cycle at Swansea and enable students to provide feedback at all levels of study, including at module and programme level as well as in relation to Professional Services.

1.3.5

Students will be reminded to complete the survey using constructive language. The University Student Charter requires students to treat all members of the University community with courtesy and respect. Survey responses are anonymised, student names and numbers are not attached to the responses. However, if a student’s survey response is considered to fall short of these expected standards, anonymity will be removed from the survey response and appropriate action taken against that student.

1.3.6

Inappropriate content in module feedback should first be reported to the relevant Associate Dean, Education who will then approach the Student Feedback Team who can escalate the inappropriate content for action. Any further action will be decided by the Director of Education Services based on the nature of the content.

1.3.7

Below is a table outlining centrally-run feedback opportunities for students at all levels of study:

LEVEL OF STUDENT FEEDBACK	SURVEYS	INVOLVEMENT IN QUALITY PROCESSES	ATTENDANCE AT BOARDS & COMMITTEES
MODULE	Module Feedback	Annual Module Review	Boards of Studies
PROGRAMME	National Student Survey Student Experience Survey Postgraduate Taught Student Experience Survey Postgraduate Research Student Experience Survey	Annual Module Review Annual Programme Review Quality Review
FACULTY			Student-Staff Forum Boards of Studies Relevant Faculty/School Committees
UNIVERSITY			University Education Committee Student Partnership and Engagement Committee

1.4 Definitions

TERM	DEFINITION
Module	A credit bearing unit in a programme of study.
Module feedback	The process in which students are provided with the opportunity to feedback on their academic studies and lecturing staff.
End-of-module feedback	The process in which students can provide feedback on their modules at the end of the module teaching period.
Flexible module feedback	The process in which students can provide feedback on their modules during the module teaching period, allowing for timely enhancements to the module.
Quantitative data	The data collected via scaled questions or single-choice questions in the module feedback survey.
Qualitative data	The data collected via free text questions in the module feedback survey.
PDR Professional Development Review	An opportunity for every Colleague and their Line Manager to reflect on what has been achieved, over the previous 12 months and to look forward and makes plans for the coming year.
KPI Key Performance Indicator	A metric used to measure performance.

2. Module Feedback Process

3. Module Feedback Policy

3.1 Preparation Phase

3.1.1

The Module Catalogue provides the data that informs which members of staff and students are linked to a specific module. This informs who receives the module feedback surveys, which members of staff are included in the lecturer-specific questions, and who receives the reports once a survey has closed.

3.1.2

It is the responsibility of the Faculty to keep the Module Catalogue up to date. If the module catalogue is incorrect, the wrong members of staff may be linked to a module feedback survey and reporting.

3.1.3

If a Faculty has not updated the relevant information in the Module Catalogue before a survey is opened and closed, the survey will NOT be rebuilt if incorrect.

3.1.4

If a module feedback report is sent to an incorrect individual, the Legal Team may be notified in the case of a data breach in line with the GDPR guidance.

3.1.5

The Student Feedback Team will contact each Faculty ahead of each cycle of module feedback to ensure they wish to run surveys in all of the provided modules and to remind the Faculties to update the Module Catalogue.

3.1.6

The Module Feedback Team Student Feedback Team do NOT have permission to update any information in the Module Catalogue.

3.1.7

It is advised by the Student Feedback Team in Academic Quality Services that module coordinators arrange feedback sessions within their timetabled teaching sessions to encourage student engagement with module feedback. This can be supported with the use of the EvaSys+ Engagement Portal which can provide live response rates and visuals to encourage student responses.

3.2 Survey Phase

3.2.1

End-of-module feedback is made up of 3 main sections: Core, Lecturer and Free Text. A full breakdown of the questions can be found in APPENDIX 1.

3.2.2

For the purposes of PDR, the following questions are used as metrics for KPI’s:

KPI 01: Feedback on my work helped to improve my learning (e.g. written feedback on assignments, oral feedback in the classroom, one to ones, generic feedback)
KPI 02: Overall, I am satisfied with the quality of the module
KPI 03: Overall, I am satisfied with my experience of this lecturer’s teaching on
the module

3.2.3

Module feedback surveys can be distributed to students in the following windows:

	TB1	TB2
End-of-module feedback	Wk 9 onwards	Wk 8/9 onwards

3.2.4

Students can access all live module feedback surveys via the Virtual Learning Environment.

3.2.5

The EvaSys+ Engagement Portal can support staff in engaging their students in module feedback. The portal can be used to notify students via email that the survey is live. This email will only be sent to students who have NOT yet completed their module feedback survey and can be used numerous times to encourage engagement of non-respondents.

3.2.6

The Student Feedback Team advise against module feedback surveys being open to cohorts of students whilst they are undertaking exams. This would otherwise put undue pressure on students during an already highly pressurised time in the academic year.

3.2.7

The institutional response rate target for end-of-module feedback is 25%.

3.2.8

Response rates and results reports are available throughout the survey period via the EvaSys+ Engagement Portal. If you are unable to access the portal, please contact modulefeedback@swansea.ac.uk who will be able to provide you with the required information.

3.3 Analysis Phase

3.3.1

Results for end-of-module feedback will be provided in PDF reports generated automatically within EvaSys.

3.3.2

Module Coordinators will be able to access results reports throughout the survey period via the EvaSys+ Engagement Portal. These reports will also be in a PDF format.

3.3.3

These reports will be sent via email once a survey has closed, to the named lecturing staff on the module when the survey was built. The Module Coordinator will receive the reports of all lecturing staff on the module. Lecturers will receive only the data relating to themselves. Further information regarding access to data can be found in the Roles & Responsibilities table below.

3.3.4

There is no publication threshold on student responses and therefore you will receive all quantitative and qualitative data.

3.3.5

Free text comments are not redacted by the Student Feedback Team and therefore must be handled carefully by the Faculties to avoid sharing the comments or compromising student anonymity.

3.4 Calculations

3.4.1

All quantitative data is rounded up to one decimal place.

3.4.2

The Core question results are provided as an average across all responses for that module.

3.4.3

The Lecturer question results are provided as an average across all responses for that particular member of staff.

3.4.4

The Free Text responses will be provided to Module Coordinators in full.

3.4.5

A full breakdown of the calculations for Module Feedback reports can be found in APPENDIX 2.

3.5 Communications Phase

3.5.1

A communications plan for module feedback has been developed and can be found in APPENDIX 3.

3.5.2

Outcomes of module feedback should be shared with students by Faculties in order to close the feedback loop. This should include responses to any feedback which has resulted in an action, including any actions or requests raised by students which cannot be fulfilled.

3.5.3

Staff can close the feedback loop with their students via the EvaSys+ Engagement Portal. The Portal has a built-in reflective tool which provides staff with prompting questions which can be sent via email back to all students within a module cohort.

3.5.4

The EvaSys+ Engagement Portal also provides a tool for providing reflections on the student feedback to the rest of the module teaching team, outlining actions and reflections again using a set of prompting questions.

3.5.5

The use and distribution of student feedback data is restricted to internal enhancement purposes within the university. The module feedback data is shared within Academic Quality Services for use with programme and module review processes. The data is also shared with Human Resources and Digital Services for use within the PDR process.

3.5.6

Module feedback quantitative data and trends can be used for external purposes, if stated as an internal data source. Free text comments cannot be used as direct quotes for external purposes, only provided as a summary of student feedback.

3.5.7

If there are errors in PDR data in relation to Module Feedback, staff will need to contact modulefeedback@swansea.ac.uk with details of the module feedback. Please note, module feedback data can only be amended for the last academic year.

4. Roles, Responsibilities and Access to Data

PLEASE NOTE: no raw data will be provided to ANY staff in the University except to Digital Services for PDR purposes.

ROLE	RESPONSIBILITY	TO RECEIVE:
STUDENT	To be encouraged to complete module feedback surveys. To provide honest and accurate responses and to not include defamatory language in responses.	Updates from staff regarding changes and actions as a result of their feedback. ‘Together We Changed’messages following module feedback.
STUDENT REPS	To promote completion of the module feedback surveys with their related cohorts.
LECTURER	To encourage students to complete the module feedback surveys. To feedback to students regarding outcomes of module feedback and resultant enhancements. To feedback to students via ‘Together We Changed’ messages where relevant.	Reports for their relevant modules containing only their own lecturer question results.
MODULE COORDINATOR	To encourage module lecturers to engage with module feedback process. To feedback to students regarding outcomes of module feedback and resultant enhancements. To feedback to students via ‘Together We Changed’ messages where relevant. To share reports with relevant Programme Directors as agreed within the specific Faculty.	Full reports for in-module and end-of module feedback.
FACULTY MODULE FEEDBACK CONTACTS	To check module catalogue is up-to-date and correct. Amendments to be made by the relevant person within the Faculty. To liaise with lecturers and module coordinators to establish the best times to schedule surveys. To encourage students to engage with module feedback process via Faculty-specific communications. To liaise with the Module Feedback Team to confirm which modules will be requiring module feedback surveys. To liaise with the Module Feedback Team regarding any issues or queries that may arise.	Reports as agreed by the individual Faculty.
PROGRAMME DIRECTOR / PORTFOLIO DIRECTORS	To encourage module lecturers to engage with module feedback process. To utilise module feedback data to ensure teaching quality and relevant enhancements are in place at programme level.	Reports as agreed by the individual Faculty.
HEAD OF DEPARTMENT	To utilise module feedback data to ensure teaching quality and relevant enhancements are in place.	Full reports, at the request of the Faculty.
SENIOR LEARNING & TEACHING TEAM IN FACULTY/SCHOOL	To utilise module feedback data to ensure teaching quality and relevant enhancements are in place.	Overview reports of all module feedback results for the relevant Faculty, School and Departments for end-of-module feedback
STUDENT FEEDBACK TEAM & STUDENT PARTNERSHIP & ENGAGEMENT SERVICES TEAM	To liaise with Faculties to ensure relevant information is provided to build the module feedback surveys. To encourage Faculties to engage with the module feedback process and provide best practice. To undertake administration of module feedback surveys. To provide response rates to Faculties. To support Faculties with any queries regarding the surveys. To ensure reports have been distributed to relevant individuals. To produce overview reports for Faculties. To support Student Reps in the promotion of module feedback
STUDENTS’ UNION	To promote the completion of module feedback surveys via Student Representation system.
ACADEMIC QUALITY SERVICES	To analyse module feedback data related to specific module reviews.
HUMAN RESOURCES & DIGITAL SERVICES	To include module feedback data within the Professional Development Review process for academic staff promotion.	Data for PDR ‘Your Data’ and ‘KPI’ sections.
ACADEMIC DATA & SYSTEMS	To maintain the Module Catalogue ensuring the system allows for regular updates by Faculties.
SENIOR MANAGEMENT	To encourage academic staff and Faculties to engage with the module feedback process.	Overview report of module feedback outcomes for the academic year.

ROLE	CORE QUESTIONS	LECTURER QUESTIONS	FREE TEXT QUESTIONS	OVERVIEW OF ALL QUESTIONS
STUDENT
STUDENT REPS
LECTURER	Y	Y
MODULE COORDINATOR	Y	Y	Y
FACULTY MODULE FEEDBACK CONTACTS	Y	Y	Y
PROGRAMME DIRECTOR/PORTFOLIO DIRECTORS	Y	Y	Y
HEAD OF DEPARTMENT	Y	Y	Y
SENIOR LEARNING & TEACHING TEAM IN FACULTY/SCHOOL	Y	Y	Y	Y
STUDENT FEEDBACK TEAM	Y	Y	Y	Y
STUDENTS’ UNION
ACADEMIC QUALITY SERVICES	Y
HUMAN RESOURCES	Y	Y
DIGITAL SERVICES	Y	Y
ACADEMIC DATA & SYSTEMS
SENIOR MANAGEMENT				Y

Appendix 1

End-of-Module Feedback Questions

TYPE
CORE	The module content, including both online and on-campus, was delivered in an engaging way.
	Canvas and other online resources for this module were effective in supporting my learning (e.g. reading lists, books & journals, questions & activities, lecture recordings).
	KPI 01 Feedback on my work helped to improve my learning (e.g. written feedback on assignments, oral feedback in the classroom, one to ones, generic feedback).
	The module offered an appropriate level of intellectual challenge.
	Interaction with other students helped to support my learning (e.g. timetabled sessions, online discussions, study groups, one to ones, group work).
	Appropriate support was available to me throughout the module.
	KPI 02 Overall, I am satisfied with the quality of the module.
LECTURER	KPI 03 Overall, I am satisfied with my experience of this lecturer's teaching on the module.
FREE TEXT	Please name the one thing in the module which had the most impact on your learning.
FREE TEXT	Please provide any further comments relating to the module including both positive feedback and constructive feedback.

Appendix 2

Example Report and Calculations

Lecturer/Module Coordinator Report

Legend definitions:

• n = number of student responses
• av. = mean of student responses
• dev. = standard deviation: how much the responses vary from the mean
• ab. = abstentions: any students who do not answer a scaled question or select ‘Not Applicable’ will be removed from the calculations. This ab number allows staff to see how many responses were removed.
• md. = median of all responses: the middle value

All end-of-module feedback scaled questions will use the following scale:

1 – Strongly Disagree
2 – Mostly Disagree
3 – Neither Agree nor Disagree
4 – Mostly Agree
5 – Strongly Agree

Not Applicable

Appendix 3

Event	Purpose/Key Message	Audience/Stakeholder	Date/Frequency	Mode of communication	Responsible for communications	Authority to release communications
Survey preparation & data checks	Reminder to Faculties to update Module Catalogue Reminder to Faculties to confirm all eligible modules	Key module feedback contacts in each Faculty	Once before each cycle of survey building begins for end-of-module feedback	Email including spreadsheet of live modules from the Module Catalogue	Student Feedback Team	Student Feedback Team
Surveys open	To notify students that the module feedback surveys are open for them to complete via Canvas	Students Student Representatives	Once at the start of each cycle of module feedback *Only for modules using the pre-defined survey window. Modules outside of this will provide their own student communications.	Email with link to Canvas	Student Feedback Team	Student Feedback Team
Surveys open	To notify staff that the module feedback surveys are open and for staff to promote the surveys to their students	Module Coordinators, key module feedback contacts, lecturers	Once at the start of each cycle of module feedback.	Email	Student Feedback Team	Student Feedback Team
Surveys open	Faculty promotion to students to encourage engagement with the module feedback surveys	Central Faculty Administrative Teams Module Coordinators Student Engagement Leads	Will vary per Faculty Communications can take place throughout the duration of the module feedback window	Email Face-to-face in lectures Canvas announcements	Faculties
Surveys closed	To provide staff with notification that the survey has closed along with their results report	Module Coordinators, lecturers	Once at the end of each cycle of module feedback	Automated email from EvaSys with PDF attached	Student Feedback Team to release reports	Student Feedback Team
Results Reports	To provide staff with the relevant PDF results report	Module Coordinators, lecturers	Once at the end of each cycle of module feedback	Automated email from EvaSys with PDF attached	Student Feedback Team to release reports	Student Feedback Team
PDR Data passed onto Digital Services	To provide line managers with the necessary data for enhancement conversations	Digital Services HR	July - August	Email and shared restricted drive	Student Feedback Team	Student Feedback Team