1. ROLE OF THE SUBJECT GROUP

The Subject Groups are sub-committees of the Departmental Teaching Committee, and their membership is open to any member of the academic teaching staff. The Subject Groups carry prime responsibility for the organisation, review and development of the subject curriculum, and the quality of teaching in the subject area concerned. The Subject Group is the main forum in which all academic teaching staff can contribute to discussion of teaching within the subject, and of the Engineering and Manufacturing Engineering Triposes in general. Regular meetings of the Subject Groups serve to ensure the vitality of the engineering course, to maintain frequent contact between staff teaching different aspects of the subject (and other subjects) and to receive and discuss suggestions for innovations and other improvements to the course.

Specific Responsibilities

• To review, at least annually, all aspects of the subject's teaching, including lectures, coursework and examinations.

• To formulate proposals for development of the subject curriculum, and the associated regulations, for consideration by the Departmental Teaching Committee and Faculty Board.

• To ensure that the subject curriculum is well suited to the incoming students, is well integrated within the Engineering and Manufacturing Engineering Triposes, has clearly-documented aims, objectives and syllabuses, remains abreast of the latest technology and developments elsewhere, and is broadly compatible with accreditation requirements of the relevant professional institutions.

• To continue to improve the quality of teaching in the subject.

• To consider any appropriate matters referred by the Departmental Examinations Committee, the Departmental Teaching Committee, the Teaching Office or other body.

• To conduct the regular items of Departmental business (see Section 4). It is expected that Subject Groups will usually meet at least once per Term and once at the beginning of the Research Period.

• To contribute, through the Subject Group Chairman, to the work of the Departmental Teaching Committee.

Subject Groups have flexibility to determine the ways in which they operate, and deal with administrative tasks. It is important that the Chairman and Secretary collaborate closely, and that they receive adequate secretarial support designated from within the Division. The Chairman and Secretary can share administrative duties between them as seems most appropriate: the following lists of responsibilities are intended to provide a useful checklist.

2. ROLE OF THE SUBJECT GROUP CHAIRMAN

Period of office: One year, renewable.
Responsible to: Chairman of the Departmental Teaching Committee (Head of Dept)
Responsible for: Leading the organisation, review and development of the curriculum and its teaching in the subject area concerned.

Specific Responsibilities

• Allocation of teaching duties:
  To ensure that major teaching duties are allocated for the following academic year. This includes checking and approving any applications for sabbatical leave for that year.

  [Note:  Each year the Teaching Office invites the Chairman of the Subject Group and the Head of Division to develop proposals for allocation of teaching duties, and to present these proposals for discussion at a meeting in the Teaching Office during the Lent term. The procedures for preparing these proposals vary somewhat between Subject Groups. It is important to ensure that there is adequate consultation with teaching staff throughout the process of allocation, and that staff are informed of the agreed allocations as soon as possible, in most cases before the end of Lent Term. The Teaching Office advises staff of their overall teaching duties via the Teaching Duties database.]

• Review and development of the subject curriculum and teaching
  
  1. To ensure that the Subject Group discharges its responsibilities (listed above), and conducts the regular items of business (Section 4).
  2. To encourage a spirit of co-operation within the Subject Group, with a view to continuing to improve the quality of teaching in the subject.
  
  
• Agendas
  To ensure that suitable agendas and supporting papers are issued, to reach staff several days before each Subject Group meeting. In drawing up agendas, to consult:
  
  1. The list of regular items of business (Section 4).
  2. The minutes of the last and earlier meetings, to identify items where actions are outstanding.
  3. The Secretary of the Departmental Teaching Committee, for information of items being referred to Subject Groups by the Departmental Teaching and Coursework Committees and the Teaching Office.
  
  
• Minutes
  To ensure that minutes are issued or posted on the Web as soon as possible, and usually within one week of the meeting. Minutes must be produced at least one week before the date of the Teaching Committee meeting and, if there are matters relating to coursework, at least one week before the date of the next Coursework Committee meeting (see attached meetings list).

• Implementation of actions
  To monitor progress on actions arising from the minutes, for report at subsequent meetings, and to the Teaching Committee.

• Regulations and supplementary regulations
  Of particular importance are those actions which require revisions to syllabuses, regulations and supplementary regulations. The Chairman is responsible for ensuring that any such documentation is sent to the Secretary of the Departmental Teaching Committee, for consideration by that committee and the Faculty Board. Copies of such documents should also be sent for information to the Subject Group Secretary. Major changes to syllabuses, and any changes to regulations, are not valid without approval by the Departmental Teaching Committee and the Faculty Board.

• To represent the views of the Subject Group at the Departmental Teaching Committee

• To guide, and oversee the work of, the Subject Group Secretary (see below)
  

3. ROLE OF THE SUBJECT GROUP SECRETARY

Period of office: One year, renewable.
Responsible to: Subject Group Chairman.
Responsible for: Acting as executive officer to the Subject Group, and fulfilling the normal secretarial duties.

Specific Responsibilities

• Setting dates and booking rooms for Subject Group meetings
  
  1. To ensure that sufficient and convenient dates are set to conduct the business of the Subject Group (see Section 5).
  2. To ensure that suitable meeting rooms are booked (the Board Room is usually available if booked sufficiently far in advance).
  
  
• Preparation of agendas
  
  1. To prepare a draft agenda, and attachments, for consideration and approval by the Subject Group Chairman.
  2. To arrange the order of agenda items so that important items receive adequate discussion.
  3. To arrange for distribution of agendas and attachments to members of the Subject Group in advance of the meeting, and to other guests invited especially for the meeting.
  
  
• Preparation of the meeting room
  
  1. To ensure that the meeting room is in good order for a prompt start to the meeting.
  2. To distribute any 'tabled papers'.
  3. To take to the meeting room the file of previous minutes and agendas of the Subject Group, for reference, and other relevant documents which may be needed.
  
  
• During the meeting
  
  1. To advise the Chairman of the list of apologies, and to keep a record of those attending.
  2. To take sufficient notes of the discussion, from which accurate minutes can be produced.
  3. To make detailed notes of suggested revisions to any documents under discussion.
  4. To assist the Chairman as appropriate.
  
  
• Preparation of minutes
  
  1. To prepare draft minutes, for consideration and approval by the Subject Group Chairman, as soon as possible, and within one week of the meeting. Minutes should contain clear headings and subheadings, appropriately numbered for ease of reference in subsequent meetings. Actions arising from the meeting, along with the name (or initials) of the person responsible, and the date by which the action should be completed, should be highlighted (e.g. in a separate column, or underlined, emboldened etc).

  2. To arrange for distribution of the minutes via the Web or email, and copies of any tabled papers, to members of the Subject Group, and other individuals as appropriate.
  
  
• Notification of actions
  For each action arising from the meeting, to notify the appropriate staff member or committee, to ensure that they are fully aware of the action needed, of the date for completion, and to whom they should report. This is best done promptly.
  

• Regulations and supplementary regulations
  Of particular importance are those actions which require revisions to syllabuses, regulations and supplementary regulations. The Chairman is responsible for sending any such documentation to the Secretary of the Departmental Teaching Committee, for consideration by that committee and the Faculty Board. Copies of such documents should be retained by the Subject Group Secretary, for reference purposes.
  

• Membership of the Subject Group
  
  1. To maintain an up-to-date list of membership. This list should be sent to the Secretary of the Teaching Committee by the end of the first week of Michaelmas Full Term, for inclusion in the Departmental web pages.

  2. Where new staff join the Department, to add their names to your Group membership list, if appropriate, and to explain the working of the Subject Group.

4. REGULAR ITEMS OF BUSINESS FOR SUBJECT GROUPS

Michaelmas Term

• Consider relevant extracts (if any) from written reports from External Examiners.
• Review of Data Books (issued in October), typically every 3-4 years.
• Review of Preparatory Problems for Engineers - printed by Teaching Office in November/December (issued by colleges in January).
• Receive verbal reports from lecturers and coursework leaders.
• Consider proposed arrangements for fourth-year project mini-conferences.
• Confirm dates of all Subject Group meetings for the year.
• Consider list of third-year Easter term projects
• Consider any changes to third-year teaching for inclusion in the 'Options document', issued to all Part IB students in Lent, including Engineering Area details (valid modules, and choice of EAAs).

Lent Term

• Prepare and present "Options Talk" to second years (Tuesday afternoons, weeks 3,4,5).
• Receive verbal reports from lecturers and coursework leaders.
• Discuss draft allocation of teaching and administrative duties for next year.
• Determine subject for Part IB Selected Topics course for next year.
• Confirm third-year and fourth-year module titles and timetable sets, for approval by Faculty Board at start of Easter Term.
• Discuss proposed arrangements for fourth-year project mini-conferences (Easter Term).

Easter Term

• Receive verbal reports from lecturers and coursework leaders.
• Approve any new fourth-year module syllabuses (upper limit = 10 modules per Group), including any pre-requisite and other special conditions.
• Approve at this meeting changes to regulations or supplementary regulations for any part of the course.

Research Period

• Confirm final allocation of teaching and administrative duties for next year.
• Consider Undergraduate Survey results; identify and undertake actions as necessary.
• Determine third-year projects to be offered next year.
• Review operation of fourth-year projects.
• Consider examiners' reports, and any comments from External Examiners: identify actions.
• Elect Chairman and Secretary of Subject Group for next year.
• Set provisional dates of all Subject Group meetings for next year.

5. TYPICAL TERMLY SCHEDULE OF DEPARTMENTAL COMMITTEE MEETINGS

Meetings are usually held at 2.15 pm in the Board Room.

There is also normally one meeting of the Teaching Committee at the start of the Study Period, usually the Monday before the meeting of the Faculty Board.

© Department of Engineering at the University of Cambridge Information provided by the teaching-office	Updated 8 January 2013