Cut the Carbon Fund

Weston College case study

Title of project Lead partner organisation name and address

Less is More Weston College Knightstone Road Weston-super-Mare BS23 2AL Education4Me Ltd Christine.Bullock@ed4me.org 07970 080695 Email Judi.Harper@Weston.ac.uk Phone: 01934 411440

Names of partner organisations Contact details (lead organisation) 1. Aims of the project

The aims of the project were to: Calculate the cost of producing learner handbooks and prospectuses Evaluate the carbon cost of the above Investigate the options for customising, reducing, standardising course handbooks by setting up a framework from which key information is selected Investigate costs and benefits of an externally printed course handbook Evaluate the impact of the new form of information on learners and employers Report on potential benefits in terms of carbon cutting, saved costs and added value Identify components of this activity which can be applied across the sector

2.

Situation: Identify the situation or issue that faced you

The College is very efficient in the production of its external information to learners in comparison to other colleges (researched by Education4me Ltd in terms of cost, ratio of number of prospectuses produced to learners enrolled, and wastage). However, we at Weston realise there is always room for improvement particularly with internally targeted learner handbooks which are not produced centrally. These needed to be analysed in respect of content and what was essential and non-essential to learner success in terms of what they need in paper form and what is better stored on other non-direct carbon footprint media such as the internet or VLE (Virtual Learning Environment). The College and Education4me Ltd had already discussed the possibilities of this standardised and customised handbook and this project would give the opportunity to investigate its carbon effectiveness as well as its value to learners, staff and employers .The principle is the same as at the heart of blended learning i.e. that you must recognise what students need to have in front of them and what can be done in a virtual way. Weston College had recognised that like most colleges, they had not analysed the effectiveness of the handbooks that the learners received once they had enrolled. The opportunity would be taken to analyse current learner handbooks and a method found to develop a standardised personalised framework that the learner receives on their course and assessment i.e. the essential printed information that was appropriate to Weston and its Learners. The College and Education4me Ltd wanted to obtain capacity to analyse the costs, resources and wastage (over production, length and unsystematic production) involved in producing learner handbooks. We would, therefore, find opportunities to cut carbon, save money and provide better learner information through a standardised personalised framework. The outcomes we sought to achieve included: Substantial reduction in production costs of College learner documents e.g. photocopying, printing paper, carriage, etc Pressure taken off College printing resources Substantial reduction in carbon impact through further reduction in the number of printed prospectuses and a more defined approach to course handbooks which can impact on the whole sector This would lead to standardised, customised, high quality learner hand books - for each learner as a pre-requisite - and will only contain essential core information and will eliminate several

3.

Task: Define the outcomes you needed to achieve

4.

Actions that you took in order to achieve your plan, and your approach

printed or photocopied documents A better informed learner about their course and relevant college information College image enhanced with high quality handbooks A system in place that can adapt to the growing complexity of qualifications Greater understanding of qualifications by employers and community at large Lower business capital costs The actions and approach we took to achieve the plan included: We had a tight project plan within the short time scale of the project, which we monitored carefully and adjusted as needed. We used feedback during the project to further develop the plan. We converted the project plan into a timetable and action plan. See Timetable Appendix 1. In order to achieve this we identified key people and information that we would need for the project to succeed and wrote an action plan which supported the project plan. We also created a map, which clearly showed all the components and links within the project. In analysing current practice in learner handbooks we: For prospectuses and cross college handbooks, systematically collected costs and numbers produced and in the case of prospectuses established a prospectus produced to learner enrolled ratio For internal handbooks those aimed at learners on their courses of study- we conducted a comprehensive audit using a sample of 60 handbooks to establish current practice levels of consistency, areas of good practice and wastage levels We also made good use of learner and staff focus groups to develop hypotheses and to receive ongoing feedback.

5.

Results that you obtained including: Practical achievements (whats in place) Quantitative change (statistics etc) Qualitative change (behaviour, culture,

The results we obtained were not applicable at this stage, because it is a research project with very tight timescales. However, the research itself has been a catalyst for making the College think in a different way about what information the learner receives; what format it is in; what is essential to print and what is not; what is the real purpose of a course handbook; the opportunities of a more corporate systematic approach; and the potential of course handbooks to improve the image of the college as well as using resources more effectively.
3

thinking, attitudes etc what the organisation(s) have learned from this what it means for learners Include relevant quotes, statistics etc

The extent of the quantitative change depends on how many of the potential changes the college wants to implement. However the impact of the quantitative results will be even more evident in less efficient, merging and larger colleges. It is important to say that all figures are projections based on the data we have collected in the limited time period. The minimum potential quantitative changes at Weston are: Carbon savings - If prospectus and photocopier reductions were made, up to 80,145 kg of CO2 could be saved. However the full potential could not be quantified in the timescales of the project. The further information required would be: To fully quantify the number of course handbooks and other learning focused handbooks such as workbooks, portfolio guides etc What students print from the excellent Moodle system What students print at home Education4me Ltd have recommended to the College to conduct a print audit to supplement the handbook audit also carried out by them, where typically savings of 20% can be realised. The average target length of the proposed personalised and standardised handbook (focused on learning and assessment) is about 44 pages. The current average from the comprehensive sample analysed is 30. However a survey of tutors has shown that much of the information in the proposed handbooks (which do not appear in most of Weston Colleges current handbooks) such as assessment grids, assessment guidance, unit specifications are printed off as a norm and given to learners in class. Therefore the total average size of the handbooks and handouts is the same. Therefore, the improved handbook is at worst carbon neutral. Financial savings - if maximum reductions are made in prospectus production and in the number of photocopiers utilised it could realise costs savings of 89,348. We have assumed for prudence that 50,000 will be achieved. This does not include design costs, staff time and any savings a print audit reveals that would be associated with handbooks costs. These could be substantial because there are many versions of handbooks produced by well-intentioned staff doing their best for students. These staff are yet to benefit from the opportunity of an essential and non-essential framework for handbooks and the use of non-print media. All staff surveyed were very positive about this and said they would welcome it. Our

estimate is a further cost saving of 25,000. Learner Views - Because of the time scales of the project Learner views are continuing to be sought on the standardised handbook and final outcomes will be reported at dissemination events. However, initial reaction is extremely good, to such an extent that Education4me Ltd produced personalised handbooks for a group of one-year students who were extremely keen to have access to them. Employers Views - Because of the timescales of the project, employer views are continuing to be sought on the standardised handbook and the final outcomes will be reported at dissemination events. However, 100% of employers spoken to think the new high quality handbooks will enhance the image of the College and facilitate selection. The project provides Colleges with the tools suitable to analyse their own situation to reduce carbon footprint and costs per learner, as well as improving learner satisfaction and success. A greater awareness has developed of what information is relevant to learners success and what is the best media for this information to be stored on. A greater awareness has also developed of where differentiation is needed for different curriculum areas and levels and between curriculum areas where standard information is appropriate. It gives the opportunity for the College to consider a full print audit, which will include a number of photocopiers. The College has realised the variety of and formats of handbooks produced for learners and the value of a handbook audit in analysing and improving this strategy. In term of prospectuses, the ratio of material production to learners can be reduced by the use of other media and customising the prospectus. The College has now begun to analyse what wastage really means e.g. if all diaries are taken, it doesnt mean they are used. The learner handbook gives the learner exactly the information they need to understand and be more successful in their studies. It makes the learners feel individual, wanted, and informed. The saving of money elsewhere enables more information to be directed to their individual needs. Quotes: Lecturer A: I like the professional look of the handbooks you have produced and for me it has highlighted the need for a more standardised approach within the college and division. Student A: Can I really get there? (Looking at progression chart)
5

Student B: Can I really have my name on it and it be my own book? Student C: I really want this! 6. What made the project a success? What were the key ingredients? (Picking up in part from section 4 above) The key ingredients that contributed to the success of the project included: 1. Clearly identifying what needs to be printed for student success and what can be stored on other media whilst identifying that there is a link between employers and learners. Additionally, when the content of the handbook is delivered in a nondislocated fashion, this benefits the college, learners and employers and recognises the use of the handbook as an important external as well as internal resource. 2. A real desire to reduce the carbon footprint and to give the best deal possible to the learner. 3. Keeping focused on the objectives. 4. Research carried out before the project helped identify key objectives and made the timescales more manageable. 5. A clear focus on what information is needed and where to obtain it. 6. College staff willing to embrace change and provide constructive input to the research. Resources and tools produced by the project: Handbook audit tool. Education4me Ltd listed key areas of all print media, which needed to be addressed as essential and non-essential with respect to Westons course handbooks and other related documents. Ed4me Ltd have developed a framework for the production of learner information, which can be adapted to any college. Sample handbooks, which exemplify the framework and the standardisation that can be achieved. 8. Total costs of the project LSIS funding 8,000 Match funding 10,500 (ed4me Ltd time) Total funding 18,500

7.

Any resources or tools produced by the project

Funded by LSIS through the Cut the Carbon Fund