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APEX is the Academic Professional Excellence Framework and is one of the routes to attaining HEA Fellowship at the University of Portsmouth. This section is going to outline APEX, give you some pointers on how to get started, and help make sure you are on the right route for Fellowship.
APEX is the Academic Professional Excellence Framework and is one of the routes to attaining HEA Fellowship at the University of Portsmouth. This section is going to outline APEX, give you some pointers on how to get started, and help make sure you are on the right route for Fellowship.
The central aim of the APEX Framework is to ensure that staff have the opportunity to work towards or attain the relevant Fellowship of the Higher Education Academy (HEA) on the basis of their teaching and learning support activities by demonstrating alignment to the Professional Standards Framework. This is operationalised through the APEX Programme providing various pathways to recognition.
The University of Portsmouth APEX Programme aims to:
Encourage individual responsibility for continuing professional development and improvement, through inspiring and supporting staff to enhance their practice in teaching and student support
Provide a coherent range of flexible initial and continuing professional development opportunities aligned with the UKPSF, and the University’s wider strategic aspirations
Promote a scholarly, enquiry-based and reflective approach to teaching and supporting learning
At the moment APEX supports a number of paths to fellowship: Associate Fellow, Fellow and Senior Fellow. APEX can also support staff seeking to gain Principal Fellow status via a direct submission to AdvanceHE. Principal Fellow is for colleagues who are able to demonstrate a sustained and effective record of impacy at a strategic level in relation to learning and teaching, as part of a wider commitment to academic practice. This may be within their institution or wider (inter)national settings.
The APEX programme offer two routes to Fellowship. You can either choose a more traditional written submission or seek Fellowship through a professional conversation. Both routes are detailed on this website and more specific information regarding the professional conversation can be accessed via the Professional Conversation Guidance Notes which can be accessed below.
The Written Route
Submission Checklist for the Written Route
Submission Checklist for the Written Route
Associate Fellow (D1) Submission
Participants will be required to submit the following elements:
Submission form – containing:
A professional contextual statement within main submission form (300 words)
A discursive and reflective account of two Areas of Activity that map fully against the requirements for the descriptor (1,400 words)
An annotated CPD record - participants asked to list engagement with CPD and map this activity against PSF dimensions. Participants are also allowed to provide a brief level of reflection on how that CPD has influenced their practice.
One supporting advocate statement
Fellow (D2) Submission
Participants will be required to submit the following elements:
Submission form containing:
A professional contextual statement within main submission form (300 words)
A discursive and reflective account of five Areas of Activity that map fully against the requirements for the descriptor (3,000 words)
An annotated CPD record - participants asked to list engagement with CPD and map this activity against PSF dimensions. Participants are also allowed to provide a brief level of reflection on how that CPD has influenced their practice.
Two supporting advocate statements
Senior Fellow (D3) Submission
Participants will be required to submit the following elements:
Submission form – containing:
A professional contextual statement within main submission form (300 words)
An account of professional practice (3,000 words) and two supporting case studies (1,500 words each).
An annotated CPD record - participants asked to list engagement with CPD and map this activity against PSF dimensions. Participants are also allowed to provide a brief level of reflection on how that CPD has influenced their practice.
Two supporting advocate statements
The Professional Conversation
A bit of context to start. The inclusion of a dialogic component or professional conversation has become an emergent feature of accredited provision over the last decade; a transition that has been well documented in the academic literature, which continually recognises the value of dialogue as adding an extra dimension to the value of a scheme. At Portsmouth, we have noticed that many colleagues find the reflective writing style required of a Fellowship submission quite challenging. Therefore, the inclusion of a professional conversation provides an opportunity to offer staff an alternative route to Fellowship and using dialogue to allow them to effectively discuss their practice against the criteria for Fellowship. Therefore, the inclusion of a professional conversation provides an opportunity to offer you an alternative route to Fellowship. However, for us, the inclusion of a professional conversation is more than a simple adjustment to promote inclusivity; in practice it represents a significant shift in our philosophy in terms of how we support and provide guidance around Fellowship, and how it articulates the principal values and ethics that we associate with our accredited provision.
What is a Professional Conversation?
That is a good question to start with! Early work by Pilkington (2016) highlighted a notable lack of consistency across the sector in terms of how a non-written approach might be conceptualised and there is an evident interplay of terminology – for example Assessed Professional Conversation (APC), Final Summative Dialogue or Professional Dialogue. Accordingly, AdvanceHE posits a ‘dialogue’ as: ‘an environment; a mechanism creating space for reflection, exchange, exploration and recognition of practice through formalised conversation, as well as providing a mechanism to assess and award’ (Pilkington, 2017: 9).
For APEX, the professional conversation is an experience, the principal goal being to:
‘create a safe conversational space where participants are encouraged to celebrate their practice, and offer reflection on their teaching philosophy through engagement in a meaningful, respectful, and rewarding conversation that encapsulates alignment to Fellowship standards and descriptors’.
For us, a professional conversation is NOT a viva or an interview. Moreover, the professional conversation acts as a catalyst to bolster your confidence and self-efficacy, serving to generate personal discussion and reflection around learning and teaching. As part of our approach to marketing and branding the APEX programme, we have put notable emphasis on your journey and experience. Against this, the professional conversation is very much designed to help you not only reflect on where you have come from but also where you are going. Conversations with Fiona Smart have also influenced how we use terminology within the scheme to reflect our underpinning values. Therefore, following Edinburgh Napier’s example, individuals joining APEX are participants rather than applicants, and to avoid connotations with judgement and assessment, akin to a viva or interview, we focus on review and reviewers, and referees are advocates.
How does it Work?
Once you have registered and indicated that you wish to gain Fellowship via the Professional Conversation Route you can join the Professional Conversation Community at any point. Following registration you will be given your own Padlet in which you complete a series of activities that are designed to help you prepare for your professional conversation. You will also be added to a Professional Conversation Community on Google Space. The requirements and expectation of participants engaging with the Professional Conversation are detailed in the supporting participant guidance.
Submission Checklist for the Professional Conversation
Submission Checklist for the Professional Conversation
Associate Fellow (D1) Submission
Participants will be required to submit the following elements as part of the professional conversation:
Submission cover sheet
Presentation - max 10 minutes
Presentation slides to be submittedConversation - max 20 minutes
An annotated CPD record - participants asked to list engagement with CPD and map this activity against PSF dimensions. Participants are also allowed to provide a brief level of reflection on how that CPD has influenced their practice.
One supporting advocate statement
Fellow (D2) Submission
Participants will be required to submit the following elements as part of the professional conversation:
Submission cover sheet
Presentation - max 15 minutes
Presentation slides to be submittedConversation - max 25 minutes
An annotated CPD record - participants asked to list engagement with CPD and map this activity against PSF dimensions. Participants are also allowed to provide a brief level of reflection on how that CPD has influenced their practice.
Two supporting advocate statements
Senior Fellow (D3) Submission
Participants will be required to submit the following elements as part of the professional conversation:
Submission cover sheet
Presentation - max 20 minutes
Presentation slides to be submittedConversation - max 40 minutes
An annotated CPD record - participants asked to list engagement with CPD and map this activity against PSF dimensions. Participants are also allowed to provide a brief level of reflection on how that CPD has influenced their practice.
Two supporting advocate statements
To start your journey towards Fellowship via the Professional Conversation you need to have attended an orientation and micro-clinic. Once you have done this you are invited to join the Professional Conversation Community. At this point you will be provided with the guidance and resources to start your Professional Conversation Journey. Please also take the opportunity to look through the guidance notes for the Professional Conversation a defined programme of activities that you are expected to follow and complete as part of the preparation for your professional conversation.
Professional Recognition Guidance for Collaborative Partners
Professional Recognition Guidance for Collaborative Partners
All our partners are encouraged to engage with Fellowship, recognising the value that the University places on professional recognition and continuing professional development. As such, our collaborative partners are welcome to attend all the APEX events and capitalise on the online resources available on the APEX website. Colleagues based at our collaborative partner sites at RAF Cranwell and University Centre Sparsholt are eligible to gain Fellowship via the Professional Conversation.
For other collaborative partners the level of support that we can provide and whether partner staff can seek Fellowship internally through will determined by the partnership arrangement you have with the University. In some cases, we can offer mentoring support and access to workshops but staff would have to apply directly to AdvanceHE For more specific enquiries please contact Dr Andy Clegg (andy.clegg@port.ac.uk).
Formal Recognition via HEA Fellowship
Formal Recognition via HEA Fellowship
Partner staff are welcome to attend workshops in our Academic Events Programme and specific APEX orientation events and micro-clinics that provide an introduction to the UKPSF and how structure and develop a claim for Fellowship. If you are collaborative partner based at Sparsholt University Centre or RAF Cranwell you can apply for Fellowship directly through the APEX Programme. Other collaborative partners need to apply directly via AdvanceHE.
Bespoke mentoring for staff seeking guidance on Fellowship applications is available and you are advised to talk to the APEX team about your specific requirements and associated costings for mentoring support.
AdvanceHE Fellowship Guidance
AdvanceHE Fellowship Guidance
As a collaborative partner, if you are applying directly to AdvanceHE for Fellowship please take the opportunity to visit AdvanceHE's online resources and familiarise yourself with the application fees that would apply depending on whether you or not you are based at a subscribing institution.
Eligibility for Fellowship
Eligibility for Fellowship
Also take the opportunity to review AdvanceHE's guidance around Eligibility for Fellowship and supporting guidance materials.
PSF23 - ADVANCEHE (2019) Policy Update - Eligibility for HEA Fellowship in Australasia, AdvanceHE, York.pdfADVANCEHE (2019) Policy Update - Eligibility for HEA Fellowship in Australasia, AdvanceHE, York.
PSF23 - ADVANCEHE (2021) Eligibility for Fellowship in the UK, AdvanceHE, York.pdfADVANCEHE (2021) Eligibility for Fellowship in the UK, AdvanceHE, York.
The Legal Bits
The Legal Bits
For quality assurance purposes, AdvanceHE can request all documentation relating to an award of HEA Fellowship made through an accredited programme (e.g. full application, completed review proformas, committee minutes, etc.). We are therefore required to maintain an archive of all submissions (written and dialogic), outcomes and feedback to participants for a period of three years. All documentation is stored in unalterable format that indicates the time and date of archive. Where oral forms of assessment have been used, in this instance your professional conversation, the recording must be available to AdvanceHE for the same period. At any point you can request to be provided with access to your own personal data in accordance with prevailing data protection legislation. Our internal reviewers carry out their role on a confidential basis and, save where required by law or where they provide consent, reviewers’ personal data is not released to others. The University is responsible for ensuring ethical storage of the data during the archive period and for disposal of data in line with the institution’s data storage policy after the three-year archive period.
The University of Portsmouth is committed to protecting the privacy and security of your personal information and the APEX scheme adheres to all University policies regarding personal information in accordance with data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act (DPA) 2018.
For the purposes of recruiting and supporting applicants, and managing applications, we collect, store, and use the following personal information about you:
• Your name.
• Contact details including work email.
• Employment records including main job role, associated College, School and/or Service and line manager details.
• Scheme records including enrolment date, Fellowship category, workshop history, and submission information (review status and reviewer comments).
We collect personal information directly from you in circumstances such as:
• When you express an interest in the scheme.
• When you enrol on the scheme.
• When you register for an orientation event, micro-clinic or supporting development opportunity.
• When you contact the Fellowship team about your Fellowship application.
We take our data protection obligations seriously, and access to your personal information is limited by system permissions to staff who need access for the purposes of managing your Fellowship application.
We will only use your personal information for the purposes of:
• Reviewing and managing your Fellowship application.
• Communications with you, your line manager, and other relevant colleagues.
• Ongoing management of your APEX enrolment.
• Communications with Advance HE to process your Fellowship (when awarded).
• Reporting teaching qualification attainment as part of the institution’s annual data return to the Higher Education Statistics Agency (HESA).
• Celebrating your Fellowship achievement (once awarded).
• Adding you to the Fellowship Community on Teams.
The legal grounds we use to process your personal information are your consent and pursuing legitimate interests of reporting Fellowship statistics, supporting staff development, and facilitating the sharing of good practice.
If you withdraw from the APEX scheme, or you leave the University, we will keep your information in line with the University’s Retention Schedules from the time your working relationship with University ends before having this destroyed. You have the right to withdraw from the scheme at any time and should contact the Fellowship team by email (apex@port.ac.uk) if you would like to do so.
Should you notice any of your personal information is incorrect at any time please contact the Fellowship team by email (apex@port.ac.uk) and provide the correct details so your record can be updated. If you have any questions relating to your personal information and your information rights, including the right of access, rectification and erasure, please contact the APEX Administrator (apex@port.ac.uk) who can assist with any enquiries.
The Complaints and Appeals
The Complaints and Appeals
While it is not possible to appeal the final Fellowship decision or the feedback provided, if you have any concerns that the scheme’s review procedures were not consistently applied or properly followed, you have the right to appeal. For example, if you believe that a failure of process (e.g. confusion about submission date or receipt of submission). You should contact the Head of Academic Innovation (the Scheme Lead), by email, within 10-working days of receiving the outcome of your application with your concerns. The full Appeals policy is available on the APEX website.
In relation to complaints about the programme implementation, you have substantial opportunities to provide feedback on your experiences on an on-going basis. However, if participants do have a complaint about an aspect of programme implementation you should initially raise the matter in an informal manner directly with the person concerned. In serious cases, where you believe that your concerns have not been addressed satisfactorily, you may raise the matter with the Dean of Education and Digital Learning who may then request a report from an appropriate independent Investigating Officer.
APPENDIX 3.2 - APEX APPEALS POLICY.docxAPEX Appeals Policy
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