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Executive Summary
This focus then was on the Faculty of Technical and Vocational Education unit of the Polytechnic University. The students were
complaining that the lecturers were not communicating well, nor accommodating their request for information or advisement, but
often postponed such activities because they were too busy. Students were also dissatisfied with the quality of instruction they receive
The staff involved also expressed frustration about the fact that they were overworked, and so were not coping well with completing
tasks. To resolve the problems and issues faced by the members of the FOTAVE, steps in the Human Performance Improvement
process were followed in order to determine the performance gap and then implement a solution.
The ultimate goal was to take the Polytechnic University to its goal of a 40% increase in student satisfaction and to return FOTAVE
Intervention Design
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Problem or Opportunity
The Polytechnic University is a training institution responsible for developing young minds and making persons ready for the
job market. There are lecturers/instructors and students (customers) who interact daily in the teaching and learning environment. Its
academic offerings and development have been modeled on the English polytechnic system with emphasis on flexibility of approach,
work-based learning and professional linkages. It provides flexibility in its academic offerings as is reflected in the various modes of
programme delivery which include full-time, part-time and co-operative work based programmes.
Programmes offered cover masters and bachelor degrees in a wide range of subject areas, which include: Business Education,
Family and Consumer Studies, Engineering and Computing, Computer Studies, Technical and Vocational Education, Health Sciences
and Sports. The Faculty of Technical and Vocational Education is responsible for offering technical and vocational and education
courses.
The mission of the Polytechnic University is to stimulate positive change in the Caribbean society through the provision of high
quality learning and research opportunities and service to the communities. Of the several pertinent goals that The Polytechnic
● To pursue excellence through the University's programmes and the work of faculty, non-academic staff and students;
● To maintain and enhance the role of technical/vocational education; to provide flexible delivery systems that are able to serve
● To establish and pursue partnerships and collaborative arrangements with individual supporters, professional associations,
educational institutions, governments and corporate entities at regional, national and international levels.
Current Situation
The customers of the Polytechnic University are abruptly exiting the courses offered by the Faculty of Technical and
Vocational Studies because of high levels of dissatisfaction with how staff communicates. The FOTAVE has a student population of
2,500 students but recently there has been a steady decline. It is now at 90% of its capacity, a drop from 98% in recent years.
Desired Situation
The customers of the Polytechnic University are abruptly exiting the courses offered by the Faculty of Technical and
Vocational Studies because of high levels of dissatisfaction with how staff communicates. The FOTAVE has a student population of
2,500 students but recently there has been a steady decline. It is now at 90% of its capacity, a drop from 98% in recent years.
Gap Cause
Using Gilbert’s Behaviour Engineering Model, the environment and the individual worker factors are explored for causes of
· Information
A closer examination of the system via the observation notes revealed that the staff lacked any form of feedback or clear guide
for performance. There was no system in place to provide guidelines with regards to the professional relationship between the staff
and students. Job description documents were not sufficiently disseminated throughout the Polytechnic University. Furthermore,
students were not able to access the correct kinds of information sought from staff during advisement.
· Instrumentation
The staff lacked the human resources to sufficiently carry out its functions. The instructors revealed that the system changed
three years ago when the Polytechnic University expanded its physical structure to accommodate 1,000 additional students to make it
now capacity 2,500. Since then, there has been no increase in the number of lecturers / instructors assigned to the courses, but instead,
a larger number of students had been assigned to each class or group. In most cases, the instructors were asked to accept up to 15
additional students in each class. Despite the positives of the new growth, the burden of the task was now been squarely laid on the
· Motivation
Lecturers claimed that they were overworked and with that came the factor of exhaustion. They insisted that it was unethical and
unfair to be asked to do so much and that even with such hard work, no attention was being paid to providing incentives. The
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instructors who are involved with the complaining students do not lack basic customer service and communication skills to
successfully carry out the core values of the Polytechnic University, but are overwhelmed by the existing workload.
Students do not feel that they are being catered to in a way that will allow them to be successful. They have lost confidence in the
offerings of FOTAVE and are making the desperate move to other faculties.
The methods of data collection used in determining the desired performance and existing gap ranged from document review to
interview. The document review revealed that apart from the mission and goals, the Polytechnic University has core values that
influence the day-to-day running of the institution. The most relevant one for the purposes of this assignment is ‘excellence’ which is
explained to mean a valuing of excellence in the instructional, administrative and managerial pursuits, and are dedicated to the
provision of academic courses of the highest quality in an environment that encourages excellence in research and scholarly activity
employing the most effective tools, technologies and facilities for learning. With this thrust, the Polytechnic University aims to offer
students best opportunity for succeeding. It wants 100% satisfied customers (students) at the end of each academic year, a move from
In surveys done through the use of interviews, it was noted that the students in the Faculty of Technical and Vocational Education
(FOTAVE) meet an instructor/lecturer at least three times each week. The survey also recorded students complaining bitterly that they
are unable to enjoy quality lectures because the lecturers seem sometimes unprepared for class. This has contributed to their low
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scores in some courses. The problems they cited include poor communication between lecturers and students in and out of the
classroom, insufficient information is passed on to students regarding the requirements of assessment of courses.
Furthermore, the students indicate that instructors often indicate that they are too busy and are unable to accommodate them for
advisement. Since the academic year, several students have transferred to other faculties because they were deeply dissatisfied with
the quality of instruction and communication received from faculty in FOTAVE. Eighty-five (85%) of the students interviewed rated
One-eighth of the students indicated that they contemplated leaving the faculty and of the approximate 65% who responded to the
question of what improvements could be made 40% wanted staff to be trained in communication skills.
The interview with staff members involved revealed that all members are sufficiently qualified but are overrun with the workload of
preparing and delivering multiple sessions of instruction to students. The majority of staff members taught over one hundred and fifty
(150) students weekly in at least two courses. Most of the lecturers did not think that they were giving their best effort in the classes
because they had too much to do outside of class. They agreed that sometimes they were not sufficiently prepared for classes and that
communication was an issue between themselves and their clients. All of the lecturers interviewed expressed similar sentiments that
About half of the number of instructors interviewed stated that they rated their service to the customers as 2. Of the remaining number,
30% said 1 and the other 20% said 3. The overwhelming response about what could be done to improve service was that the workload
should be reduced.
Human Performance Technology (HPT) can be defined as “ the study and ethical practice of improving productivity in
organizations by designing and developing effective interventions that are results-oriented, comprehensive, and systemic” ( Pershing,
2006, p.6) The application of a systematic HPT results in Human performance Improvement (HPI), thereby resulting in increased
productivity as performance issues are addressed. The interventions that are selected would seek to enhance the existing performance
that had been present in order to eliminate the performance gaps that had been present.
Since the intention of the project is to find a solution to processes, services, team performance and results, the non-instructional
performance support approach will be used as suggested by Van Tiem, Moseley & Dessinger (2000).
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Spitzer (1999) identifies six essential steps to the design of any performance intervention system and five additional steps that guide
the HPT professional through the intervention development process. These essential steps were used to design and and develop the
intervention.
The intervention already suggested by one individual will be expanded on. Since the time of intervention no significant change has
occurred in the Polytechnic University, neither has there been a change in the political and economic systems that could directly or
indirectly affect the University policies. The impact of the proposed intervention at all levels of the University has been examined and
To satisfy the communication needs of the students of the FOTAVE in the Polytechnic University.
3. Identify/Prioritize Requirements
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The Polytechnic University has adequate funds to hire new administrative support staff and is willing to invest in the intervention
process to ensure minimal fall-out of student enrolment in the FOTAVE. The University is however not prepared to hire new
lecturers/instructors in the financial period. The Board of Governors have agreed to giving support to the requests made with regards
to the intervention.
The technical support has been assigned to the University’s internal Information Systems team who will be responsible for
procurement and installation of the required equipment and software as specified by the intervention. By all indications, the students
are ready and waiting for the system to change and willingly accept any kind of technology use that will enable a better
communication system within the FOTAVE. The administrative support staff, who are also customer service agents, are sufficiently
trained to function in the technological mode and are competent users. They will receive cognitive guidance where necessary with the
use of the user manual or the help feature on the software interface.
Feedback, permission and preliminary approval was sought and had been granted by the University board of governors.
Human Resource development intervention was selected. The strategies included staffing, motivation and performance appraisal.
Those were the most effective intervention methods that would guarantee the improvements needed in the work situation at the
Polytechnic University. Alternative solutions were considered but were found to be inadequate. For example, organization change
would have created too big a change that would be inappropriate to satisfy the problem. Also, training intervention would also be
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inappropriate because the staff were not in need of training. Their problem was outside of the need for training. The other alternative
intervention considered was organizational communication. This presented a different scope of solution than what was required by the
stakeholders in FOTAVE.
The technological aspect of the solution was carefully chosen to enhance the intervention solution. There are many available
technological devices but the solution selected would facilitate the recording of telephone conversations and advisement for quality
control purposes. The selected technological components of the intervention help meet the mandatory and most desirable priorities of
the FOTAVE needs. Students would feel satisfied that the communication quality will improve and more information be readily
available. The technological components are very appropriate and cost effective since the telephone system is already in place but
would need to be upgraded to facilitate the recording aspects. Headsets for customer service agents and student cubicles would need to
be purchased.
In the case of FOTAVE, no self-designed and “off-the-shelf” components were considered as a solution because those would need
careful testing and prototyping to achieve desired standard. The time allocated for the implementation of the intervention would not
allow for the use of self-designed technological solutions. The preliminary solution was approved by the University administrators.
A written outline of the intervention and all of its elements was prepared and delivered to the University stakeholders. The outline
included the main features of the intervention but excluded the details. Alternative intervention proposals were considered, before the
final design was accepted. The Polytechnic University stakeholders gave feedback and accepted the final design.
The intervention design selected is from the Spitzer (1999) six step model. All essential details, including tasks, resources, and
schedules been specified in a manual that is shared with the stakeholders and policy makers within the University. Supporting
document with the process outlined are also available. Compromises made should be carefully considered because in many cases they
can negatively impact the integrity of the intervention plan. With such an understanding, the key stakeholders willingly accepted the
intervention plan.
The instructors who are involved with the disgruntled students do not lack basic customer service and communication skills to
successfully carry out the core values of the Polytechnic University, but are overwhelmed by the enormous workload, the intervention
selected will be through human resource development which will include staffing, motivation (incentive and rewards) and
performance appraisal.
Staffing: There was a change in the staff by way of additional persons being hired as administrative support to lecturers / instructors
and as customer service representative to the student customers. The lecturers and instructors were no longer asked to participate in
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student advisement but the service will be redirected to the administrative support staff whose performance will be monitored to
Performance Appraisal: The performance appraisal system was applied to all staff members. Their performance would be monitored
for quality at different stages. The lecturers / instructors would be required to complete their own appraisal forms and also be
evaluated by the students. A system for evaluating the administrative support staff would include the recording of conversations that
they hold with students (customers), whether for advisement or general information.
Motivation: An incentive programme geared at motivating the customers and staff will also be put in place. Special focus will be
placed on the students who will be rewarded for loyalty, outstanding achievement and service to the University community. For the
students, they will accumulate points that will amount to one credit hour free per semester if their loyalty, performance and service to
Implementation Plan
Implementation is one of the critical steps in adopting and applying the HPT Model of improving Human Performance.
Implementation includes a systematic process that allows for the HPT professional to communicate, launch, monitor and modify the
identified interventions. Once properly implemented, these interventions would result in positive change in performance, within the
organization. There are many models that can be used to direct the implementation design of the interventions.
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An implementation design must have certain elements that would ensure its success. These important elements of the
Implementation design as quoted by Van Tiem et. al. (2012) are summarized as :
Although the Spitzer (1999) six step model was used for the intervention design and development, the implementation model used
was Moseley and Hastings-Four Stage Process Model. Within each of the four stages identified in this model are activities that are to
be completed in a systematic manner. The four stages of the Moseley and Hastings-Four Stage Process Model are: Planning, Doing,
Planning
The planning was addressed using the Spitzer (1999) model. All the components were carefully selected and the requisite permissions
sought. That is management support, stakeholder commitment, resources, pilots, assessment of intervention to identify barriers or
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determine success. The planning stage also helped to provide direction for later stages and assisted in modifying the process for future
implementation
Doing
The process was explained carefully and thoroughly to the stakeholders who would directly benefit from the intervention. Through
workshops, seminars and question-and-answer sessions, the students and staff were given briefing sessions on the intervention that
would happen. On October 3, there was a launch of the intervention with the label “Adding value to FOTAVE” to which all
stakeholders were invited. The HPT team provided information and facilitated questions from the audience. Persons were taken
through the whole process of what the intervention was all about. The issues that could probably arise from the new intervention were
discussed thoroughly. For example, students were concerned about not being able to get adequate information from the customer
service agents because they were not lecturers. Their fears were allayed when HPT team members explained that the customer service
agents would be taken through the process of the advisement and understand the material thoroughly before they are expected to pass
on such information to the students. The customer service agents would also have direct access to consulting with lecturers /
instructors who would be able to clarify any stubborn issue. The students would be expected to give at least a 24 hour window for all
No ethics review was needed for the intervention because of the following reasons (University of Tampere, 2014):
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The intervention did not involve physical integrity of subjects; The intervention did not deviate from the principle of informed
consent; The subjects are not children under the age of 15 and the intervention is not part of the normal activities of a school or an
institution of early childhood education and care, and the data can be collected without parental consent. The intervention did not
expose subjects to exceptionally strong stimuli and evaluating possible harm did not require special expertise (e.g. interventions
containing violence or pornography); The intervention cannot cause long-term mental harm (e.g. trauma, depression or sleeplessness)
beyond the risks encountered in normal life; The intervention did not represent a security risk to subjects (e.g. interventions
During this stage, the HPT team provided documentation and information for later stages of the intervention. Although there will be a
one time implementation, it was necessary for the team to encourage continuity and dedication to the thrust. Students were asked to
use the facilities open to them under the ‘Adding Value to FOTAVE’ intervention in order to receive the desired results of better
communication.
3. Stabilizing
In order to ensure that the intervention would function as it should, the intervention was matched with the goals and objectives of the
Polytechnic University. A review of the goals and objectives was carried out with the stakeholders and the comparison made. It was
found that the intervention aligned well with the goals and values of the organization. A leaflet was prepared to inform stakeholders
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about the alignment of the goals and values of Polytechnic University. Several goals and values of the Polytechnic University were
listed and the corresponding aspect of the intervention highlighted to show the alignment.
In ensuring the stabilizing of the intervention within the FOTAVE, one minor change was identified as being essential. The students
were given a larger window in which to have their grouses heard by the dedicated staff. That is, the time was extended by two hours in
the afternoon as customer service representatives volunteered to work overtime. This change would not negatively affect them because
they were selected for extra working hours only because of their own decisions, and overtime payments would be made. The students
were especially grateful for the generosity extended to them. They felt accommodated and already the expression of being
There was no need to further modify the intervention processes because the implementation was running smoothly.
4. Institutionalizing
After three weeks of implementation, the decision was taken by the HPT team to change the kinds of advertisements that were placed
on the Polytechnic University’s Broadcaster. The tagline was changed to “Delivering Quality Education in a Quality Setting with You
in Mind”. Satisfied students will be asked to write a short review of the experience so that the University community will see the
changes and improvements in the FOTAVE student-staff relations. The system of recording the advisement and telephone
conversations of the customer service agents with their customers will help prevent any retroaction. Sometimes it is easy for persons
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to fall back in the old mode of an old system but the ‘Adding Value to FOTAVE’ intervention is designed to move forward. The
customers have the opportunity to document and submit complaints if they are dissatisfied with the service.
In week four of the implementation, a short survey was carried out to measure the impact on the FOTAVE. Stakeholders were invited
to complete an online survey. The survey, the testimonials and the complaints submissions all helped to inform the assessment of the
status of the new intervention. These sources of information also allowed the HPT team to detect any barriers and to quickly eliminate
them. At the end of week five, the HPT team began withdrawing from the actual process implementation.
Evaluation Framework
In order for the HPT intervention to be a success, a proper evaluation must be conducted of the process. This evaluation
process would provide evidence on the value and overall effectiveness of the implementation plans that had been selected based on
the analysis conducted, and the performance gaps that were identified. Evaluation therefore can be regarded as critical to all the steps
of the HPT Model of improving Human Performance and would be critical to the analysis step as well as in the designing,
development and selection of the Interventions. Van Tiem, Moseley, & Dessinger (2012) claims that the concept of evaluation can be
applicable to all the performance improvement activities. These evaluation may be Formative, Summative, Confirmative and even
Meta.
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Formative Evaluation can be utilized to determine the needs of the organization as it is diagnostic in nature and can be done
for a prolonged period of time. Summative type evaluation can be used to decide how the interventions were able to accomplish and
change human performance. The confirmative type evaluation would allow the HPT professional to determine what were the long
term impacts on human performance within the organization where the interventions would have been put into effect. This type of
evaluation allows for a determination to be made on the value of the interventions that had been selected.
There are many models that could be selected in order to facilitate the HPT professional in determining the effectiveness of the
performance interventions. One of the models identified by Van Tiem, Moseley, & Dessinger (2012) that can be utilized is the
Dessinger-Moseley Full Scope Evaluation Model. This model is dissimilar to other evaluation models in that it is not limited to being
used solely for training interventions. This particular model has been identified as being one that “is aligned with the processes
associated with performance intervention: performance analysis, cause analysis, intervention selection and design, implementation and
change, and evaluation.” ( Moseley & Dessinger, 2010, p.242) The diagram in Table 1 below, illustrates the use of the different types
Summative Each time the intervention ● Prove the immediate efficiency and effectiveness of the
is implemented
intervention
Confirmative After several ● Prove the ongoing, long-term efficiency, effectiveness, impact,
implementations
and value of the intervention
Meta Concurrent with or after ● Verify the reliability and validity of the evaluation process,
evaluation activities
outputs, and outcomes
source:www.ispi.org/archives/resources/DessingerFullScopeEvaluation.doc
In order to properly evaluate the Interventions that were implemented within the Faculty of Technical and Vocational
Education unit of the Polytechnic University, the different types of evaluation identified by the model would be used. The
interventions that had been selected to improve performance would have been implemented through the human resource development
which will include staffing, motivation (incentive and rewards) and performance appraisal.
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Formative Evaluation according to Chevalier (2003) allows for the improvement of quality of the training and the human
performance interventions that took place. This evaluation was implemented withIn the first four steps of the interventions t selection
and design process that had been adopted for FOTAVE. These steps for the design were 1. Review/ expand analysis 2. Identify
Intervention Objectives 3. Identify/Prioritize Requirements and 4. Select Intervention Components. The formative assessment which
was implemented by the HPT professional team allowed for the tailoring of the intervention to meet the performance need that had
been identified and highlighted through the Gap analysis. The adoption of the Moseley and Hastings-Four Stage Process Model
facilitated the HPT team to effectively improve upon the implementation steps as they were being introduced within the FOTAVE
environment. Once the steps of the HPT intervention were implemented, Formative Evaluation was undertaken in order to improve the
quality of the intervention as it directed the path for critical revisions to be made.
Summative Assessment was undertaken after each of the intervention steps of Planning, Doing, Stabilizing and
Institutionalizing. It allowed for the effectiveness of the intervention to be assessed immediately following its implementation. The
stakeholders of FOTAVE were interviewed and surveyed after each implementation to assist in the determination of its success or
failure. The launch of the intervention allowed the stakeholders to anticipate the intended outcomes of the interventions and therefore
provide relevant and reliable feedback after the implementation of the different intervention steps.
Confirmative evaluation would be scheduled to begin on the one year anniversary of the launch on October 3. The results and
data that would have been collated from the Formative and Summative Evaluations would be utilized in order to conduct the
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Confirmative evaluation. Surveys, interviews and observations would also be conducted with the stakeholders to determine the impact
of the interventions. This evaluation would also seek to determine and analyze whether the interventions selected had contributed
towards the improvement of performance and removal of the identified performance gaps from FOTAVE. The results of this phase of
the evaluation would be analyzed and recommendations and adjustments would be institutionalized. A report would be prepared to
allow the stakeholders to be apprised of the findings and allow for reflection.
Meta Evaluation would take place subsequently, as it would allow the HPT team of professionals to properly assess their
interventions and their evaluation of the process. It would determine the overall effectiveness of the entire HPT intervention and
The methods of evaluation that were implemented all consisted of three main elements that allowed a systematic evaluation to be
accomplished. These three measures included Process, outcome and Observational.
● Process measures: The process measures that would be put into place, would determine to what level were the interventions
implemented as had been planned from the analysis. These measures would also assist in providing evidence on whether the
intended participants and beneficiaries of the interventions at FOTAVE were actually a direct part of the intervention process,
or if they remained on the periphery and were not impacted by the prescribed interventions. The results of the process
measures would be instrumental in the Confirmative and Meta evaluation as solid documentary evidence would be provided to
● Outcome measures: The success of the proposed interventions at FOTAVE and the results of the Interventions would be
documented. The effectiveness of the proposed implementations in minimising the identified performance gaps would be
determined with the outcome measures. The implementations and their impact on the areas of Instrumentation, Information
- Whether there was effective and clear line of Communication with the stakeholders at FOTAVE by the HPT professionals.
- Whether there was an active effort to include the affected employees in the design process and implementation of the
- Whether there existed active and ongoing support from all levels of management during the implementation.
- Whether all the affected processes within the organization had been identified, analyzed and addressed through the
implementations.
- The degree to which the Organizations culture had been taken into consideration throughout the different stages of the HPT
implementation.
● Observational system: The Observational systems that were put in place allowed for constant monitoring of the Intervention
process at FOTAVE. Observations were made before, during and after the implementation to determine the effectiveness of
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the interventions on performance improvement. These observations would be used in the Confirmative and Meta evaluation to
determine whether improvements and changes should be made to the analysis process as well as the intervention process that
Conclusion
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Reference
Van Tiem, D.M., Moseley, J.L. and Dessinger, J.C. (2012). Fundamentals of Performance Improvement: A Guide to
Optimizing Results Through People, Process, and Organizations, 3rd ed. San Francisco: Pfeiffer/Wiley/ISPI.
Judith A. Pirani and Mark C. Sheehan (2009) Spreading the Word: Messaging and Communication in Higher Education.
Iordache-Platis, M. & Josan, I. (2009). Communication Efficiency within Higher Education Institutions: The Case of Romania.
The Armidale Express (2014). University of New England students protest over Drummond and Smith and Robb Decision.
confusion/
University and College Union (UCU, 2009). Protest at University of the Arts London over plans to axe jobs and courses.
Chevalier, R.D. (2003). Evaluation: The Link between Learning and Performance.
Moseley , J.L. and Dessinger, J.C.(Eds.) (2010). Handbook of Improving Performance in the Workplace, Measurement and
Evaluation. San Francisco, Calif. : Pfeiffer / International Society for Performance Improvement.
Van Tiem, D.M., Moseley, J.L. and Dessinger, J.C. (2012). Fundamentals of Performance Improvement: A Guide to Optimizing
Results Through People, Process, and Organizations, 3rd ed. San Francisco: Pfeiffer/Wiley/ISPI.
Non-instructional Interventions retrieved at http://debwagner.info/hpttoolkit/noninstr_hpt.htm
University of Tampere, (2014) Does my Study require an Ethics Review? Retrieved from
http://www.uta.fi/english/research/ethics/review/when_required.html
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