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U N I V E R S I T Y O F Y O R K
U N I V E R S I T Y O F H U L L
HULL YORK MEDICAL SCHOOL
JOINT SENATE COMMITTEE
Minutes of the meeting held on 14 th^ April 2021 PART A: UNRESERVED BUSINESS – CATEGORY I 20 - 21 /31 Attendance and Apologies For a list of attendees and apologies, please see Annex A. The Chair welcomed the Committee. A request for any declarations of conflicts of interest was made and none were received. 20 - 21 / 32 Minutes 4 November 2020 The minutes of the meeting held on 28 January 2021 (HJSC.20-21. 23 ) were reviewed and approved as a true and accurate record of the meeting. 20 - 21 / 33 Matters Arising The Committee received a list of matters arising (HJSC.20-21. 24 ). It was noted that: a) M19-20/52.iii Degree Outcomes Statements – The University of Hull Degree Outcomes Statement had been approved by Hull University Leadership Committee and would be considered for approval by Council on the 29th^ April 2021. The Statement would be published on the University website, once it was fully approved.
20 - 21 / 34 To Receive a Report of Chair’s Actions Undertaken Since the Last Meeting The Committee received a list of Chair’s Action approvals (HJSC.20-21. 25 ) since the last meeting. The Chair or Deputy Chair approved : i. Contingency plans for MB BS Phase 1 Summer Assessments, due to the ongoing pandemic: Applied Life Science (ALS) and Health and Society (H&S) - to move the summative written papers (Years 1 & 2) from face to face to online, time limited, open book examinations. No changes to content. Anatomy Spotter assessment - to be delivered in person, in a Covid secure manner, in Anatomy departments at York and Hull. Information Skills - no change to Year 1, and to move to online for Year 2, via blackboard, (the questions are within the H&S written exam 3), it is usually delivered in the computer lab. No change to content. Summative OSCE Year 2 - to change from 8 stations to 6 stations OSCE, delivered via MS Teams instead of onsite (removing physical examination stations). To defer the OSLER I (Year 2) to autumn term next academic year 21/22. ii. Contingency plans to protect academic achievements in Postgraduate Taught programmes. These comprised temporary changes to the PGT Awards Criteria for 2020/21, in that rather than requiring both ISM and taught module averages to be over a stated figure for the award of merit or distinction, it can be either the ISM or the weighted average of taught modules that can be above the stated figure. These changes are the same as what were approved in 2019/20, and have been considered in context with the University of Hull and University of York rules. Additionally, further actions were approved in respect to Module impact statements and Student transcripts. Module Impact Statements - The PG BoE meetings would be able to consider module impact statements to be fully informed of circumstances or changes made and consider any anomalies in student performance. Student Transcripts - Approval to include a statement on student transcripts to summarise modifications made to the criteria of the award, to note that any changes made to the criteria of the award were to strike a balance between the impact of Covid-19 on student assessment performance and protecting the standards of the award. iii. Temporary amendments to the Mitigation and Extenuating Circumstances (MEC) Policy affecting assessments and examinations. The temporary changes to the HYMS policy affect UG and PGT assessments for 2020/21 academic year. The HYMS policy broadly aligns with
students who are not able to attend the first sit in person due to a positive Covid test/self-isolation. As this is an in year change to the Y4 assessment process and normally students would have an opportunity to repeat Y4 if the first sit exam is failed, all students failing the in-year resit this year will be given an automatic opportunity to re-take Y4 in 2021-2022 with one further exam attempt in May 2022. v. The existing proposal for the calculation of student deciles for the Educational Performance Measure (part of MB BS students’ application to the UK Foundation Programme), previously submitted and approved by HYMS Joint Senate, was re-visited following further representation from students, and approval was given to change the calculation method for deciles this year to use Year 2 and Year 4 results, weighted 70:30 in favour of Year 4. In recent years the decile calculation has used both Year 3 and Year 4 results, but the current Year 4 cohort contains some students who have taken an intercalated degree and so have a summative Year 3 assessment result, however, most of this cohort do not have a summative Year 3 result due to the cancellation of the Year 3 summative assessments in 2020. This was the fairest solution given that the results contribute to a whole cohort ranking. vi. The appointment of Professor Andrew B Hassell, Professor of Medical Education, Hon Consultant Rheumatologist, Haywood Hospital, Midlands Partnership Foundation Trust as an external assessor panel member for the rescheduled periodic review of the School to be held on 21st June 2021. Professor Hassell was replacing Dr K Jason Ward (Faculty of Medicine and Health, University of Leeds) who was previously approved, but subsequently was not available for the rescheduled review. 20 - 21 / 35 To Receive an Oral Report from the Student Representatives a) The VP Academic, GSA reported that the GSA Leadership elections had recently opened on the 29 th^ March, for 6 weeks, the deadline for nominations was the 10th^ May 2021. Members noted that there would be a new VP Academic representative elected for next academic year, as this was her final year in post. b) The President and Academic Officer, YUSU informed the Committee that YUSU had held its elections recently and were pleased to report that they had both been re-elected. Planning for YUSU Excellence Awards and the wider awards season was currently underway. No issues had been raised by HYMS students. c) The Chair of the Student Staff Committee, HYMS informed the Committee that Phase I students were pleased to be returning to placements, Phase II students were busy with revision for upcoming assessments and Phase III had completed their final assessments and results had been finalised. A number of issues had been raised by Phase II students related to the contingency arrangements, which had now been resolved. Students had raised concerns regarding the proposed method of delivery of the Phase II summative written exams being carried out online. The main concerns were related to the robustness of the invigilation and therefore the integrity
and validity of results, further changes had subsequently been approved ( 20 - 21/34 refers). Furthermore, concerns had been raised regarding the Decile calculation methods for Year 4, as a large proportion of the cohort had not gained a Year 3 result due to assessments being cancelled last year. The Chair thanked the School for the student-centred way in which they dealt with the issues raised. d) The President of Education, HUU had nothing to report. e) The HYMS Students’ Officer, Students’ Union, Hull had recently been appointed and was welcomed by the Committee. He had nothing to report. 20 - 21 / 36 To Receive a Verbal Report from the Dean of HYMS a) The Dean drew the Committee’s attention to the following updates: i. Admissions. Offers for 2021 entry to the 5-Year MB BS programme were noted. Medical Schools would not be allowed to overshoot in the 2021 admissions cycle, therefore it was expected that the majority of Medical Schools would slightly undershoot and therefore need to enter Clearing in some form this cycle, and this would likely become part of the norm in the future. The UCAS acceptance deadline had been extended to 10th June, due to the Covid- 19 disruption, the School was comfortable with the current conversion rates. Offers for 2021 entry to the 6 - Year MB BS Gateway programme (open to home students only), were on track and had seen an increase in offers compared to last year. It was still relatively early in the PGT admissions cycle, but there was a healthy number of applications and offers so far for most programmes. A variety of conversion activities had taken place this cycle, including pre-recorded, on demand content and live events. ii. Covid-19 responses: MB BS Phase III had completed their final year assessments and the School had reported similar outcomes to previous years (i.e. no detrimental impact due to the pandemic). Further contingency arrangements had been approved and put in place for the Phase I and II assessments. Year 4 had raised a concern related to the Decile calculations and the team were discussing this at length with students, and the issue would be resolved this week. A lighter touch approach was being taken for students with Mitigating and Extenuating Circumstances, and the Policy had been revised to better align with the parent Universities. iii. The NSS was due to close on 30th^ April, and the current response rate was 78.7%, with a target of 9 0% which included a prize draw incentive. There had been significant engagement with the student cohort to encourage responses. iv. Staff Wellbeing has continued to be a priority for the School, with regular communications to staff as well as Wednesday afternoon sessions, for staff to come together as a community. Discussions were taking place regarding the staff return to campus. A school
20 - 21 / 37 To receive an update on the Periodic Review of HYMS’ learning and teaching provision The Committee received an update of plans for the Periodic Review of HYMS’ learning and teaching provision to be led by the University of York, taking place on Monday 21st June (HJSC.20-21. 26 ). The Periodic Review had to be postponed from last year, due to the pandemic. The Academic Support Office, at the University of York would be leading on the Periodic Review of all learning and teaching activity in HYMS, on behalf of both universities and as agreed with the Dean and colleagues in the School. The review would consist of slightly smaller meetings with staff and students, carried out online, balancing a lighter-touch approach, whilst ensuring a meaningful and enhancement-focused review. The Review would largely draw on the documentation submitted in 2020, but the School would provide an update on the Self Evaluation document to report on developments since last year. Since the papers were circulated, there had been a change to the internal panel members, Mr Wayne Williams was unable to attend the reschedule date and had been replaced by Dr Justin Morris. Members noted that the Periodic Review was taking place during the MB BS assessment period, so it may be a challenge to engage students at that time (Year 1 assessment period ends on 23rd^ June). The Chair of the Student Staff Committee, HYMS suggested that the Phase I and II students would be keen to be involved though, and also suggested engaging MED SOC representatives, other Student Representatives as well as Student Ambassadors, to ensure a wider diverse and inclusive group of students. 20 - 21 / 38 Policy on Student Representation The Committee considered a Policy on Student Representation (HJSC.20-21. 27 ). The Chair of Board of Studies introduced the paper and noted that the Policy was a result of huge collaborative efforts of HYMS student representatives, HYMS, University of York, University of Hull, YUSU, GSA and HUSU to provide a formal framework for delivery, quality assurance and supervision of student representation within the School. The Policy articulated the current practices and also introduced new expectations from the School, its student representatives and its partner organisations for the delivery of effective student representation. The policy applied to all HYMS students and programmes, including the student representation for each postgraduate taught and research programme. The Committee approved the Policy on Student Representation and thanked the Chair of Board of Studies for presenting the report. The Committee also thanked the current and former Chair of Student Staff Committee, HYMS for their contributions to the report.
20 - 21 / 39 Postgraduate Taught External Examiners’ Reports and School’s responses to the Summary of Issues The Committee discussed the Postgraduate Taught External Examiners’ Reports and School’s responses to the Summary of Issues (HJSC.20-21. 28 ). The Chair of Board of Studies introduced the paper and noted that the External Examiner Summary Report was usually an appendix of the Annual Programme Review (APR), but as the APR was cancelled due to the pandemic, the Chair of the Postgraduate Exam Board had worked with the Programme Directors to reflect and respond to external examiners’ comments. The Summary Report had also gained significant scrutiny and approval by the Board of Studies. Members commented on the comprehensive reports provided by the external examiners and extensive responses from the School, addressing issues or suggestions raised. The Deputy Dean highlighted the external’s comments (for the Postgraduate Training Scheme programme) in relation to modules managed by the parent universities, and queried if they had been shared with them. The concerns raised were relating to inconsistent supervisor feedback, as well as suggestions to introduce a marking scheme for some/all of the PGT modules with pass/fail award criteria, to increase student and supervisor engagement, sense of achievement and motivation to students. The Chair of Board of Studies agreed to check that the comments had been shared. Action: Chair of Board of Studies The Chair thanked the Chair of Board of Studies for presenting the report. 20 - 21 / 40 Annual Report on Undergraduate Admissions 2020 The Committee received the Annual Report on Undergraduate Admissions 2020 (HJSC.20-21. 29 ). The Director of Admissions presented the report which covered the selection process during 2019/20 for entry into 2020/21 for the MB BS Medicine (5 year) and the MB BS Medicine with a Gateway Year (6 year) programme. During the discussion the Committee noted the following: This year was an exceptionally challenging year following the onset of the Covid- 19 pandemic with significant disruption to the admissions cycle for 2020-entry, particularly the summer exam series and standard confirmation processes, resulting in higher non fulfilment rates, and significant pre-confirmation cohort undershoots to both programmes, however, implementation of a contingency action plan at confirmation achieved the initial agreed target cohorts. Further complexity included a government issued ‘triple lock’ guarantee to all school/college candidates to accept the highest awarded grades from the calculated grades. Final agreed upper limit cohorts for MB BS and MB BS with a Gateway Year 2020 - entry were agreed. The School remained committed to supporting the agenda of Widening Participation in medicine and were pleased to see that the Widening Participation Flag (of Home/EU students) had increased to over a third (37.3%).
ANNEX A: Attendees of the Unreserved Agenda Members Professor Una Macleod (Dean, HYMS) Professor Rebecca Huxley-Binns (Chair, PVC Hull) Professor Stephen Smith (Senate, York) Professor Neil Lunt (Senate, York) Dr Sarah-Louise Jones (Senate, Hull) Dr Justin Morris (Senate, Hull) Dr Barry Lee (Teaching Committee, York) Dr Claire Hughes (Teaching Committee, York) Mr Colin Johnson (Teaching Committee, Hull) Dr Lesley Morrell (Teaching Committee, Hull) Professor Peter Bazira (Chair of Board of Studies, HYMS) Dr Lina Gega (Chair of the Postgraduate Programmes Board, HYMS) Professor Matt Morgan (Deputy Dean, HYMS) Mr Matt Johnstone (Academic Officer, YUSU)* Mr Ollie Simmonds (Chair Student Staff Committee, HYMS)* Miss Jane Baston (Vice President Academic, Graduate Students’ Association)* Mr Orduen Nguper Simeon (President Education, HUU) ( 20 - 21/41- 42 )* Mr Patrick O’Donnell (President, Students' Union, York)* Mr Maalik Imtiaz (HYMS Students’ Officer, HUU)* In attendance Ms Elizabeth Allen (Secretary, York) Professor Paul Hagan, (Faculty Dean of Health Sciences, Hull) Dr Marika Kullberg (Academic Lead for Programme Quality Assurance, HYMS) Mrs Lisa Tees (Academic Quality Manager, Hull) Apologies Professor Tracy Lightfoot (Deputy Chair, PVC York) Mrs Nadine Smith (Chief Operating Officer, HYMS) Professor Brian Fulton (Dean of Faculty – Sciences, York) Members marked with a * do not attend for reserved business.
