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📋 Document Information

Version: 1.0
Status: In Review
Effective: 2025-01-01
Next Review: 2025-12-31
Owner: QA Office
Approver: Academic Board
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Action Plan -

**Enhancing Learner Voice and Representation at The Open College **

Action Plan: Enhancing Learner Voice and Representation at The Open College

1. Introduction and Rationale:

The Open College is committed to fostering a learner-centred environment where student perspectives actively inform programme design, delivery, quality assurance, and policy development. Recognising that current student representation mechanisms are limited and not yet systemised college-wide (as noted in the QA Manual, Section 15: Equality of Opportunity), this action plan outlines steps to establish a more consistent, effective, and inclusive framework for learner voice across all QQI-accredited programmes, particularly for our blended and fully online learners. This plan aligns with QQI's expectations for learner engagement in governance and quality processes. 

2. Strategic Goal

To establish and embed a transparent, effective, and sustainable system for learner representation and engagement by the end of the 2026, ensuring the learner voice meaningfully contributes to the continuous improvement of The Open College’s provision. 

3. Key Objectives

  • To develop and implement a clear policy and procedure for the election/selection, role, and support of learner representatives at programme levels. 

  • To ensure learner representatives have appropriate channels to provide feedback to Programme Development Teams. 

  • To provide training and support for both learner representatives and staff to facilitate meaningful engagement. 

  • To integrate feedback from learner representatives into formal QA processes, including programme review and policy development. 

4. Action Plan & Timeline

Action Key Activities Lead Responsibility Timeline
Phase 1: Framework Development (Q3-Q4 2025)

  • Research best practice models for online learner representation.

  • Draft "Learner Representation Policy & Procedure" document (defining roles, election/selection, remit, support).

  • Consult with current students (where representation exists) and staff.

 Operations Manager, Programme Leads By end Q4 2025
Phase 2: Policy Approval & Initial Implementation (Q1 2026)

  • Present draft "Learner Representation Policy & Procedure" to Academic Board for approval.

  • Develop clear communication materials for learners about the new system.

  • Pilot representative selection on new/existing programmes.

 Academic Board, Operations Manager By end Q1 2026
Phase 3: Training & Support Rollout (Q2 2026)

  • Develop and deliver induction/training materials for new learner representatives (e.g., role, effective feedback, meeting participation).

  • Provide briefing/training for relevant staff (e.g., Programme Leads) on working with reps.

 Education Technologist, Operations Manager By end Q2 2026
Phase 4: System Embedding & Review (Q3 2026 - Ongoing)

  • Implement findings

  • Conduct an initial review of the system's effectiveness.

 Programme Leads, Operations Manager Ongoing

5. Resource Implications

  • Staff time for policy development, training design, and facilitation. 

  • Administrative support for election/selection processes. 

  • Potential minor costs for online meeting tools or resources for representatives (if applicable).