Advice and Guidance
Please see below a range of information, web links and contact details, which can be used to inform the development and operation of Collaborative Programmes, delivered in partnership with the University.
If you have any queries which are not answered below, please contact CollaborativeProvision@ljmu.ac.uk
If you are not sure who to contact, please use our Summary of Key Contacts to help direct your query.
For Validated and Franchise arrangements, Academic Appeals are made in line with the University's Academic Framework.
For Joint and Dual Awards, the arrangements for Student Complaints and Academic Appeals will be confirmed within the Operational Framework, please see details in the Guidance for Joint and Dual Partnerships.
Academic partners are not always required to follow the LJMU Academic Calendar. The arrangements for delivery of the programme will be agreed at validation and (deadlines for administration of the programme will be agreed with the associated School).
For reference, the University calendar is available Academic Calendar.
Academic Registry Training Schedule and Partnerships Forum
To keep partners up to date with the academic, regulatory and sector developments, Academic Registry organises a calendar of training sessions and a Partnerships Forum which normally meets annually. All partner staff are welcome to attend and whenever possible, sessions will also be made available electronically.
All enquiries can be directed to AcademicRegistryTeam@ljmu.ac.uk.
Academic Regulations, Policies and Quality Processes
Academic partner programmes are required to be delivered in line with agreed expectations in relation to the application of the LJMU Academic Framework regulations, Academic Policies and Quality Assurance processes.
There may be some variation in how these expectations are applied, depending on the model of the partnership (eg. Franchise, Joint or Validated), and details of any variations will be determined during Validation or Periodic Programme Review.
Further details are available online or a member of Academic Registry could provide advice, please contact at firstname.lastname@example.org.
Access to Continuing Professional Development Opportunities at the University
The Teaching and Learning Academy offers a range of Continuing Professional Development activities. Staff from collaborative partners teaching on programmes leading to LJMU awards can attend any non-award bearing activities that directly support the teaching and learning or enhance the experience of the students within the partnership on the same basis as LJMU staff. Details of these events will be circulated as they become available. The event details include procedures for booking a place and any costs involved.
All graduates of LJMU, Liverpool Polytechnic, our founding Colleges and partner institutions are invited to join thousands of LJMU graduates from all over the world on LJMU Connect; our official online alumni community.
With LJMU Connect you can:
- Connect - Find and reminisce with fellow graduates, see what they have been up to and stay in touch.
- Give back - Introduce, employ and offer to act as a mentor to our graduating students.
- Expand - Leverage your professional network to get introduced to people you should know.
The alumni office can be contacted directly by email at email@example.com.
Boards of Study
Collaborative Partners are required to operate Boards of Study for collaborative programmes, in line with the University's Guidance for Boards of Study. Any exceptions to this would need to be agreed by the Collaborative Provision Panel (CPP), or for Joint and Dual partnerships would be outlined in the Operational Framework.
The approved minutes of collaborative Boards of Study should be submitted for noting to the relevant LJMU Faculty Quality Assurance and Enhancement Committee (FQAEC)
Careers Advice and Resources
Unless specified otherwise in the collaborative agreement, support for students about their future careers is provided by the Collaborative Partner which is delivering the LJMU validated programme in partnership with the University. Therefore, collaborative students are not eligible for the CareerSmart employability programmes.
For collaborative undergraduate programmes, work-related learning, including a self-awareness, must be embedded at Level 4. This is a requirement of the Academic Framework regulations (AG.A4.2.8).
Collaborative students have access to Online Guides and Advice via their University log-in details.
Certificates and Transcripts
Students who complete a Collaborative Programme which is delivered in partnership with a partner institution and is validated by Liverpool John Moores University will be provided with a certificate and/or transcript, as appropriate. The award of any certificates and/or transcript are made in line with the Final Transcripts and Awards Certificate Policy and the Certificate and Transcripts for Students on Collaborative Programmes Policy, which are available via the Policy Centre.
Queries relating to awards should be forwarded to firstname.lastname@example.org.
Collaborative Student Admissions
Unless specified otherwise within their contract, the partner will be required to populate a template for new students ahead of each defined entry point. The completed template should be emailed to APIS-BST@ljmu.ac.uk for processing and creation of the student record.
Within the file parser template, there is a guidance tab which should be reviewed prior to completion. Please be advised, incomplete rows of data will not be imported in to SIS and be returned to the partner.
Collaborative Student Enrolment
Partner students will not be subject to online Student Registration (unless specified otherwise in the contract). Once the student record has been created, a unique student ID number will be generated. The partner will be provided with this ID number and will notify the student. The student will then be able to activate their LJMU IT account, further details here.
For both national and international collaborative programmes/partners, unless specified otherwise in the contract, graduation ceremonies for collaborative students will be arranged by the Partner which is delivering the LJMU validated programme in partnership with the University.
IT Software Licenses
Software packages should be accessed via the Partner Provider. Further information is available online here.
Language of Delivery
All University awards are required to be fully taught and assessed in English.
Collaborative staff and students have access to a range of services provided by the University’s Library Services. Details of the resources and services available through the University Library are summarised here, and can be accessed through the Library website.
Academic partnerships are appointed a Link Tutor at the University. Information and Guidance about the Link Tutor role is available within the Link Tutor Guidance.
Further information such as the terms of reference, membership and dates for LJMU committees involved in the quality oversight of LJMU programmes, including collaborative programmes, is available here.
Marketing and Public Information
Usually, a partner may only advertise programmes after the conditions of Validation have been met and the Partnership Agreement/contract has been signed.
Marketing of all collaborative programmes are required to take place in line with the expectations of the University, as outlined within the Guidelines for Marketing and Public Information for Collaborative Partners and the Brand Guidelines for Partner Institutions.
Liverpool John Moores University’s official name in Chinese is 利物浦约翰摩尔大学。We use this in our contracts and communications with our partners in China.
Partner Programme Leader
A Partner Programme Leader will be appointed for collaborative programmes, as a key contact at the partner for the University at the programme level, for oversight of the programme and completion of academic quality and standards activities.
A Programme Guide template is produced by the University, and it is expected that this will be used to produce a Programme Guide for each collaborative programme. Guidance for the development and approval of the Collaborative Programme Guide is also available online.
Recognition of Prior (Experiential) Learning
Collaborative Partners are required to comply with the University's Recognition of Prior Learning Policy. The Recognition of Prior (Experiential) Learning and Credit Transfer Handbook outlines the University's approach and process for RPL.
The RP(E)L claim form and the mapping template for RP(E)L are available here.
Staff Approval and Staff Cards
Step 1: Teaching Approval
The University maintains oversight of the teaching teams of all collaborative programmes, and new members of staff should be approved by the University before teaching on a University validated programme. Approval will take place
- Via Collaborative Validation / Periodic Programme Review activity (using the staff CV template), or
- Via or via Faculty Quality Assurance and Enhancement Committee (using the New Staff Appointment Form and CV template) if they are appointed between validation events.
Step 2: Technical Access Request
Once new members of staff have been approved to teach on a University validated programme, they can apply for an LJMU IT account and collaborative staff ID card. Administrative and library members of staff at collaborative partners can also apply for an LJMU IT account and collaborative staff ID card, where appropriate.
To arrange this, please complete and submit an application form to Academic Registry at email@example.com.
Maintaining Your LJMU IT Account:
Please note that LJMU passwords expire after 60 days and should be changed regularly. The account will become inaccessible if the password is allowed to expire. In these instances, a password can be changed using the ‘Change your Password’ link. Collaborative members of staff can also use the ‘LJMU - My Account’ link to manage their LJMU IT account.
For Validated and Franchise arrangements, student complaints follow the Partner Institutions policy in the first instance. The Partner Institutions Policy will be considered periodically by the University as part of the Academic Partnership Operational Processes.
If a problem cannot be resolved within the Partner Provider, students have the right to refer their complaint to the University’s Student Complaints procedure, but only after all local procedures have been completed.
For Joint and Dual Awards, the arrangements for Student Complaints will be confirmed within the Operational Framework, please see details in the Guidance for Joint and Dual Partnerships.
Partner Provider Complaints Policies
The operation of Student Complaints Policies at partner providers are required to comply with the expectations of the Consumer Rights Act 2015 and the EU Alternative Dispute Resolution Directive. Compliance is overseen by the Office of the Independent Adjudicator (OIA).
In addition, the Quality Code for Higher Education outlines within its’ Core Practices expectations that there are fair and transparent procedures for handling complaints and appeals which are accessible to all students.
Information on the University’s Complaints Policy can be accessed here. The Quality Code for Higher Education can be accessed here. The Office of the Independent Adjudicator (OIA) set out principles of natural justice and the standards within their Good Practice Framework.
In order for the Student Complaints Policy of a partner provider to be used for an LJMU validated award, the policy must meet the external requirements outlined above. University Guidance confirming the specific requirements are available here. If a partner provider would prefer to adapt the University Student Complaints Policy for use on the proposed LJMU validated awards, the Partner Student Complaints Policy Template can be completed to include appropriate roles and departments of the partner.
Student Enrolment, Change of Status and Student Cards
Partner Providers will work with the associated LJMU School/Department to ensure students are enrolled and that the student records are maintained in the University Student Information System.
As part of the enrolment process onto Liverpool John Moores University's programmes, students studying at Partner Colleges are required to activate their LJMU IT accounts and to upload a current photograph here.
Services for current students enrolled on LJMU programmes delivered at partner providers are available here.
Partner Providers are required to notify the administrative team within the associated Faculty of any changes to the student record (e.g. changes of address or personal email, changes of programme or mode of study) in a timely manner. Please see the Key Contacts (above) for contact details.
Student cards for collaborative students will be sent by the University to the partner for distribution following enrolment. If a university card is lost, the loss should be reported, please see contact details online.
A username and password will accompany the card, along with brief guidelines on accessing LJMU on-line learning resources. A more detailed Fact Sheet is available here.
Student Support / Student Advice and Wellbeing
Unless specified otherwise in the collaborative agreement, student support such as guidance about money and finance, counselling, disability and safeguarding, is provided by the Collaborative Partner which is delivering the LJMU validated programme in partnership with the University. Details of the support available to students will be specified with the Programme Handbook.
Teaching and Learning Conference
All partner staff will be invited to participate or attend the annual Teaching and Learning Conference. Details about the Teaching and Learning Conference are available on the website and are updated annually.
Information will be circulated to Partner colleagues during the preparation stages of each conference.
Types of Partnership
The University works with a range of partnership arrangements, with different collaborative partners and different models of partnership arrangements. Definitions for the partnership arrangements which are used by the University are found here.
Virtual Learning Environment - Canvas
Collaborative partners are entitled to use the LJMU Virtual Learning Environment, Canvas, to deliver LJMU validated courses. Approved staff and enrolled students may use their University staff and student log-in details to access Canvas, here.
Support for new collaborative partner programme teams in the use of Canvas is available from the LJMU Teaching and Learning Academy. Advice and guidance for staff about using Canvas is available here.
In addition, the A-Z guidance for Canvas and other learning tools provides a comprehensive suite of materials designed to address many of the questions or issues that users may have.
Some LJMU Canvas facilities are not available to collaborative partners. These include Panopto and Zoom. If these are needed they should be accessed via the Partner Provider.
Collaborative partners can access Turn-It-In through LJMU Canvas.
The University Webhub provides an interface for collaborative partner staff to access and interact with student data relating to their Collaborative Programme(s) which is held by the University, for specified activities including Continuous Monitoring and preparation for Boards of Examiners. Partner staff will require their LJMU log-in details to access WebHub, see further information about Staff Approval and Staff Cards on this webpage.