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Promoting Excellence Initiative Project
An ECU Project funded by the ALTC
2008 to 2010
The Australian Learning and Teaching Council (ALTC) awarded a Promoting Excellence Initiative (PEI) grant of $220,000 to ECU at the end of 2007. The grant period is 3 years. The purpose of the PEI grant is to primarily improve the synergy between ALTC and ECU with mutual advantages to both parties. This has two sides to the equation: firstly, the ALTC should be better able to achieve its mission to serve the needs of T&L across the nation, and secondly, ECU should be better able to apply successfully for ALTC grants, fellowships and awards and be better able to access the benefits of all ALTC initiatives. Similar PEI grants were awarded to most Australian universities.
The underlying practical benefit of the ECU PEI Project is to improve the quality of teaching and learning at ECU.
PEI Project stages
There are three stages to the ECU PEI Project.
- Stage 1 (semester 1, 2008) was effectively setting up the project personnel, doing the underlying groundwork and determining the ‘bones of a project plan’.
- Stage 2 (semester 2, 2008, 2009 and 2010) is the implementation of all the project initiatives. In semester 2, 2008 the primary goals are to agree on a set of project outcomes and to promote and advertise these intentions to raise the awareness level of the ECU T&L community.
- Stage 3 (2009 and 2010) running concurrent with Stage 2 for 2 years is dedicated to mainstreaming the initiatives implemented in Stage 2 so that project money is not required to support the PEI Project outcomes.
Stage 1 of the PEI project was titled ‘Initiation and collaborative priority setting and design of the overall project’. Stage 1 was completed in the first half of 2008.
Stage One – outcomes achieved
The following Outcomes were achieved in Stage 1:
1. Establishing a functioning Steering Committee
The Curriculum Teaching and Learning Committee (CTLC) was appointed as the Steering Committee.
2. Establishing an identified and functioning PEI Project Advisory Group
This team includes Professor Ron Oliver as Chairperson, Professor Sue Stoney as the PEI Project Owner, the four Associate Deans, T&L, Alison Bunker representing CLT and the ALTC PEI Project Consultant.
3. Establishing a Core PEI Project Team
This consists of the PEI Consultant (Heather Sparrow in the longer term and Rod Ellis in semester 2, 2008), The Project Owner, Professor Sue Stoney and input from specific CLT staff, or other faculty based staff, depending on the specific sub project being undertaken at any point in time.
Note that the three groups above do differ from the original levels of project control outlined in the approved ECU PEI Project application. The above arrangement was considered to be a better format and has now been formally adopted.
4. Employment of an ALTC/PEI Project Consultant
This Consultant position will be 50% funded by the PEI grant and 50% funded by CLT. Heather Sparrow has been offered this role in 2008 but because she is on study leave throughout semester 2, 2008, Rod Ellis fill this role in an acting capacity until the end of 2008
5. Review of current T&L policies
Current ECU T&L policies, practices and roles are being reviewed to check that they are satisfactorily aligned with the ALTC mission and the ALTC approved ECU PEI project application. This process is continuing in Stage 2.
6. Preliminary planning
Several meetings of key stakeholders enabled discussion to lay the foundation for the sub projects that will be planned in more detail and promoted in semester 2, 2008. The first draft of these sub project plans were formulated by the end of July, 2008.
Stage 2 – setting project goals and progress to date
The overall PEI Project objectives and expected outcomes were translated into eleven sub projects. These sub projects allowed the construction of very specific expected outcomes in narrow areas of activity that could then be evaluated more easily and more objectively at critical milestone dates. A project plan with objectives, expected outcomes and milestone dates has been written for each of the eleven sub projects. A potential external evaluator has been approached to perform the evaluation stages as required by the ALTC.
The eleven ECU PEI sub projects
Provided here is a summary of the eleven sub projects that constitute the overall PEI project. Each sub project plan has been written in draft format and will evolve further over the remainder of 2008 ready for full implementation in 2009.
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Teaching and Learning Academy (SP1) – where SP = ‘Sub Project’
The goal is to create a Teaching and Learning Academy at ECU. The Academy will in turn be used to enable and enhance the achievement of other PEI goals in 2009 and 2010. This refers to the overall goal (see page 3 of the approved PEI application) relating to aspects of capacity and leadership in T&L at ECU. Practical research into T&L practices at ECU will form part of the charter for the Academy.
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Aligning ECU with the ALTC mission (SP2)
This involves a process of reviewing current ECU policies, roles and responsibilities to ensure alignment with ALTC goals programs and achievements.
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Teaching Award and ALTC related Management Systems(SP3)
To establish processes and practices that maximise ECU efforts to win ALTC grants fellowships and awards. This will involve a functional system for tracking and managing the annual VC L&T awards and ALTC awards, grants and fellowships.
- Promotion and Advertising (SP4)
To devise processes and practices that make ECU academic and general staff more aware of, and interested in applying for, relevant VC L&T awards and ALTC awards, grants and fellowship. See also ‘Information Forums’ below.
- Information Forums (SP5)
The goal is to arrange and facilitate a program of information forums for ECU staff to raise awareness and increase capacity for ECU to gain benefit from VC L&T awards and ALTC opportunities. This will involve both local and external facilitators.
- Talent Identification (SP6)
To create a database of talent to help identify prospective VC L&T AWARDS and ALTC Teaching Excellence, Fellowship and Citation award applicants. This will be for the purpose of locating and supporting both short term and long term potential candidates.
- Support Networks (SP7)
To provide viable support networks for ECU people applying for VC L&T awards and ALTC awards, grants and fellowships. This would logically become one dimension of the Teaching and Learning Academy.
- Utilising Australia-wide ALTC Sponsored Resources (SP8)
This will involve making available to ECU staff any relevant ALTC sponsored outcomes from previous Australia-wide ALTC funded projects.
- Just in Time Resources (locally produced) (SP9)
The goal is to produce ECU generated ‘just in time’ resources to help facilitate applicant success in all VC L&T awards and ALTC categories, PLUS resources for enhancing teaching at ECU.
- Mainstreaming PEI Project Initiatives (SP10) (this relates to legacy management)
This will involve mainstreaming PEI Project initiatives so that in future the PEI project generated systems, processes and practices can operate at ECU on normal operational funding and not be reliant on ALTC ‘soft money’ funding.
- ECU success in the ALTC Grants and Fellowship Programs (SP11)
To better promote, coordinate and gain advantage from ECU involvement in the ALTC Grants and Fellowship Programs. This sub project is specifically aimed at increasing ECU involvement in these two major programs and will be measured by the degree of success that ECU has in winning Grants (in any of 3 categories) and Fellowships (in either of two categories).
Progress within the eleven sub projects (as at November 7, 2008)
The outcomes specified in the approved project proposal were, for operational reasons, translated into eleven sub projects each with its own set of expected outcomes. In fact, some additional expected outcomes, beyond the original PEI Project outcomes have evolved as the project plan for each these eleven sub projects matured. A summary of the progress and outcomes achieved in each of these eleven sub projects is outlined below.
- Teaching and Learning Academy (Sub Project 1)
This sub project targeted an outcome that was additional to the original set of PEI Project outcomes. The Reference Group, at the urging of the PEI Project Consultant, was of the opinion that a Teaching and Learning Academy could become a major agency for implementing good teaching and learning practice at ECU and the outcomes expected from the PEI Project. In addition, the advent of an Academy would enhance the prospects mainstreaming the good intent of the PEI project beyond 2009 when the direct financial impact of the PEI project ceased. The concept of a Teaching and Leaning Academy is awaiting a decision by the Vice Chancellor. The PVC Teaching and Learning is seeking a substantial financial commitment from the Vice-Chancellor for this potential landmark agency for change.
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Aligning ECU T&L policies with the ALTC mission (Sub Project 2)
There is no conflict between ECU Teaching & Learning related policies and the ALTC mission. The PEI Project Consultant has undertaken a review of such ECU policies to check that no contradictions exist. There is a relatively new (and adequate) policy that covers all Vice Chancellor’s Awards, including the VC L&T Awards. A slight modification to the Human Relations web site for the VC Awards was needed to correct some misleading information.
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Teaching award and ALTC related management systems (Sub Project 3)
An official ECU TRIM file has been created that covers all administrative aspects of the PEI Project. This covers all things relevant to the local Vice-Chancellor’s Learning &Teaching Awards and ALTC Awards, Grants and Fellowships. A server based structure of files and folders has been produced that is modelled on the TRIM file sections and sub section. All processes are well documented. This has been down in considerable detail to facilitate the transition to Heather Sparrow as PEI project Consultant when she resumes this role in semester 1, 2009.
The ECU Office of Research and Innovation has been briefed on the ALTC Grants and Fellowships and has indicated a willingness to help with management and any reporting implications related to successful ALTC Grant or Fellowship monies coming to ECU.
The Business Manager of CLT and the PEI Project Consultant have met and discussed the finer points of managing the PEI Project budget. The Business Manager has agreed to help in the direct management of the PEI Project budget.
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Promotion and advertising (Sub Project 4)
The following has occurred:
- THE PEI Consultant has personally met with all HOS (n=15). The discussion related to PEI opportunities in general and specifically concentrated on ALTC grants because of the impending ALTC Competitive Grants deadline on November 6, 2008;
- The PEI Consultant has so far met with three of the four Faculty Learning and Teaching Committees. The discussion has centred on ALTC opportunities and PEI Project support;
- An ALTC related news story was published on INSIDE ECU on Thursday September 25, 2008 and another one relating to VC L&T Award winners on November 4, 2008;
- A full page colour information insert was published in the September edition of the CLT Newsletter which goes to all academics and selected T&L relevant general staff;
- An information sheet was published and distributed to staff rooms and relevant notice boards through Faculty and School Admin Officers;
- Targeted emails were sent to key stakeholders;
- Guidelines for the 2009 VC L&T Awards have been produced and made available from the CLTC web site and via Associate Deans T&L;
- The PEI Project now has a dedicated operational web site accessible from the CLT home page;
- VC L&T and ALTC information also available now via the CLT web site;
- Five lunch-time information forums were offered to prospective grant applicants (see Sub Project 5 below).
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Information forums (Sub Project 5)
A series of 5 lunch-time information sessions on Mount Lawley and Joondalup campuses were used to explain and explore ALTC grant opportunities. To this point 14 grant applicants have been identified as a consequence of promoting interest in these lunch-time forums. In addition to these general information forums ECU has participated in four ALTC related seminars/forums at ECU. This has involved:
- Elizabeth McDonald, in June, to explain the 2008 version of the ALTC and the opportunities offered by the ALTC in 2009;
- Associate ALTC Fellow, Professor Geoffrey Crisp, in October, speaking about and offering a workshop covering ‘Online Assessment’;
- Associate ALTC Fellow, Professor Ron Oliver, in November, running an all day forum on online teaching and learning;
- Senior ALTC Fellow, Professor Sally Kift, in December, speaking about ‘The First Year Experience and Curriculum Design’.
- Talent identification (Sub Project 6)
An operational Talent Database now consists of 22 people who have been identified by Heads of School and other senior staff. Each of these nominated people has been sent an email encouraging them to consider Award application in 2009, 2010 or 2011. The PEI Project Consultant is in the process of following this initial communication with personal phone calls to each potential applicant. In addition to the above, a register of the 14 potential 2009 ALTC grant applicants now exists. These people have been contacted on several occasions to inform and encourage their potential as ALTC applicants.
- Support networks and processes (Sub Project 7)
A plan has been put into place (October 2008) to help support potential ECU staff applying for ALTC awards, grants and fellowships.. This plan consists of several overlapping strategies:
- CLT will use PEI project money to pay for Faculty representatives attending ALTC forums and colloquia. This amounts to $8,000 in 2008 and $24,000 in 2009;
- Money is being distributed to faculties for T&L Committees to use in flexible ways that are aligned with the ALTC mission and the PEI project expected outcomes in particular. This self determination was considered to be a very important principle to uphold. In 2008 this allocation will be as follows: Faculty of Business & Law, $8,000, Faculty of Communications Health & Science, $11,500, Faculty of Education & Arts, $10,900 and Faculty of Regional Professional Studies, $3,000. CLT has also allocated $4,600 in 2008 for use by all ECU Centre based staff;
- CLT will be appointing staff in 2009 (after the current review and restructure) to facilitate support for ECU staff in their endeavours to gain advantage from ALTC opportunities;
- It is anticipated that in 2009 there will be $24,000 for Faculty Reps at ALTC events plus $70,000 for relevant VC L&T and ALTC related initiatives. A total of $45,000 of this $70,000 will come from CLT as its commitment to mainstreaming PEI initiatives.
- Utilising Australia-wide ALTC Sponsored Resources (Sub Project 8)
Nothing has yet happened on this front. It is intended in 2009 to use CLT ‘in kind admin support’ to provide the time time required to research the Internet and other sources.
- Just-in-Time resources (locally produced) (Sub Project 9)
Three substantial resources (guidelines for writing applications) have already been published to support VC L&T Award and ALTC Award applicants. Any prospective applicant can access these from the CLT web site. More resources are being planned for production before the end of 2008. The first will be a document supporting ALTC Grant applicants. These resources include Ten Phases in producing a winning VC L&T or ALTC award, Advice for writing a winning application and Gathering Evidence to support an application.
- Mainstreaming PEI Project initiatives (Sub Project 10).
This sub project is specifically aimed at ensuring that the positive impact of the PEI Project is maintained and mainstreamed once the immediate budget benefits of the PEI Project reach conclusion at the end of 2009. The PEI Reference Group will be discussing this issue at the November meeting. The issue of support is one critical case in point that needs consideration for mainstreaming budget implications. CLT has already committed $45,000 to the 2008 stage 1 of the PEI project under the general banner of ‘support for ALTC related initiatives by ECU’. This is ECU money that complements the PEI Project funding in 2008. The intention is to make this $45,000 commitment an annual commitment to PEI style teaching and learning enhancements at ECU with particular reference to the goal of producing quality teaching excellence and grant applications.
- ECU success in the ALTC Grants and Fellowship Programs (Sub Project 11)
A number of initiatives have occurred in August & September, 2008:
- Advertising and promotion has occurred as detailed in Sub Project 4 above;
- A register of potential grant applicants and a record of those who will ultimately apply;
- Personal contact with likely candidates by the PEI Consultant (n=14 to date);
- Production has commenced on a resource to help people writing an ALTC grant application (similar to the resource already produced for Award applicants as described in sub project 9 above).
Relevant ECU and ALTC web resources
ECU information about ‘Teaching Awards (VC L&T and ALTC)’
Including downloadable VC T&L Guidelines for 2009 and some ‘Just-in-time’ resources to help you write a better application.
ECU information about ‘ALTC Grants and Fellowships’
Including ECU information that you need to be familiar with before you consider applying for any ALTC Award, Grant or fellowship.
The ALTC web site: http://www.altc.edu.au/carrick/go/home
Including ALTC Guidelines for Teaching Award applications (3 categories), ALTC Grants (3 categories) and ALTC Fellowships (2 categories)
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