New organisational structure in AU Studies Administration, BSS

A new team structure within AU Studies Administration, BSS will make it easier for the academic environments to get administrative support. The new framework will create greater cohesion between the academic and administrative environments and increase the quality of the work. Ultimately it will enable BSS to better handle the new demands imposed by the study progress reform and institutional accreditation.

2014.05.23 | Mette Gebauer Johannsen

Budget cuts and extensive challenges in connection with the study progress reform and institutional accreditation have created the need for a new team-based structure within AU Studies Administration, BSS.

“The prospect of having fewer resources has prompted us to rethink and change our procedures so that we may continue to provide high-quality services to the academic environments. Because we are also facing the challenges associated with the study progress reform and the institutional accreditation, we really needed to take a closer look at our procedures and routines with a view to creating a new structure that ensures efficiency, uniformity in terms of the administrative procedures and high quality – and one that the employees are pleased with and that enable them to keep up,” explains Anni Bækgaard Langberg, who is head of AU Studies Administration, BSS.

The new structure will be implemented gradually, and the academic environments will be involved on an ongoing basis.

Cross-organisational teams to ensure cohesion
The new structure comprises six cross-organisational teams. The new structure is the result of a comprehensive process, and the employees from AU Studies Administration, BSS have been involved from the very outset of the development process. Moreover, the departments, directors of studies and the Dean’s Office have contributed with wishes and input to help shape the final organisational structure.

Three teams with a particular focus on education have been established. Each team is responsible for at least two degree programmes and holds the overall responsibility for all the tasks associated with these two programmes: supporting the boards of studies and departments, academic regulations, exams, student guidance, etc. And the three teams will also be working together to solve specific cross-organisational assignments.

“By establishing teams that collaborate on solving various tasks associated with the programmes and work across programmes regarding specific services offered, such as exam and teaching registration, system support and supporting the boards of studies, we provide the ideal circumstances for creating synergies across the board and streamlining our processes in the long run. This is very important in relation to, for instance, the institutional accreditation, where we must be able to document a uniform quality assurance practice, and also in connection with our educational strategies,” explains Anni Bækgaard Langberg.

Three cross-disciplinary teams have also been established; they are in charge of supporting the educational teams. One team is in charge of all case handling, and having one team in charge of this will enable the administration to meet the increased demands for quality assurance and uniform case handling. This team will be working closely with the the school board of studies. The other two teams are responsible for study services and system support respectively.

The new structure means that there will be much more room for knowledge exchange across the board, which will ensure that decisions made in the boards of studies will be conveyed to the relevant employees, who will always be kept up-to-date regarding the degree programmes.

Improved well-being and less vulnerability
It is not only the ‘customers’ at AU Studies Administration, BSS, who will benefit from the new organisational structure. To the administrative employees, the new framework also means that it will be easier for them to help each other out during busy periods. It will also create more opportunities for development for the employees, because it will be easier to take on other assignments and responsibilities. Along with increased employee involvement, these developments will likely give way to greater job satisfaction.

“Previously, we have seen periods of time where some employees were completely overwhelmed with work, while others weren’t very busy. But because we were so specialised and worked alone on solving most of our tasks, it was hard to step in and help each other. Hopefully, we will be able to better this with the new organisational structure,” says Anni Bækgaard Langberg and proceeds:

“The improved possibilities for collaboration also mean that we won’t be as vulnerable in case an employee calls in sick or is on holiday. It will be much easier for others to take over, and this will naturally benefit the departments as well as the students.”

Further information

Anni Bækgaard Langberg
Head of AU Studies Administration, BSS
Mail: abl@au.dk                        
Tlf.: 87 15 24 03

Aarhus BSS
308561 / i40