Parent policy: Program Accreditation and Course Approval – Governing and Institutional Operating Policy
Responsible officer: Deputy Vice-Chancellor
Approval authority: Deputy Vice-Chancellor
Approval date: 5 February 2009
Last amended:
Effective starting date: 1 March 2009

These procedures must be read in conjunction with the Program Accreditation and Course Approval – Governing and Institutional Operating Policy.

The procedures do not apply to higher degrees by research.

Contents

• Part A: Timeframes for approval
A1 Timelines
A2 Variation to timelines
Part B: Stages and steps for approval
B1 Stage 1 – Development of course
B2 Stage 2 - Initial approval documentation
B3 Stage 3 – Head of School (or equivalent)
B4 Stage 4 - Consideration of Course Proposal and Course Outline by Faculty Committees
B5 Stage 5 - Course Codes and Files; Referral of Impact Statements
B6 Stage 6 - Response to Impact Statements
B7 Stage 7 - Consideration by Dean and follow-up
B8 Stage 8 - Progression of documentation to Deans Group
B9 Stage 9 - Progression to Learning and Teaching Management Committee or Research Degrees Committee
B10 Stage 10 - Progression to Academic Board
B11 Stage 11 - Post-approval matters
Part C: Records management
Appendix 1: List of Templates

Part A: Timeframes for approval

A1.1 Faculties plan and progress all proposed new courses so that:

• sufficient time is allowed for informed consideration of, and decision-making based on, the merit and academic integrity of proposed new courses n the context of the programs in which they are proposed for offer and the associated resource and other implications
• the approval of a new course is finalised by no later than six months prior to the teaching period in which it is to be first offered.

A1.2 Each year the Academic Committees and Program Support Unit sets timelines covering a two-year period, in consultation with relevant parties, to ensure timely progression of proposals related to programs, courses, majors and minors so that final decisions are made in time to:

• enter new records and update and validate program data in the Student Information System and produce accurate enrolment information for students
• develop and model University timetables for forthcoming teaching periods and resolve any issues
• provide accurate and timely information for prospective and enrolled students
• adjust plans, budgets and priorities in light of any additional resource requirements associated with new courses, minors or majors
• obtain or provide needed resources in sufficient time.

A1.3 In highly exceptional circumstances, approval may be granted to expedite the approval processes through a variation of the procedures in Section B7 below, whereby the Chairperson of the Learning and Teaching Management Committee or Research Degrees Committee, as appropriate, acts on behalf on the relevant Committee in considering a proposal for accreditation.

A2.1 In the event that a Faculty believes that there is compelling reason to expedite approval, the relevant Dean makes written application to the Deputy Vice-Chancellor (DVC), through the Academic Committees and Program Support Unit, for approval to expedite.

A2.2 The written request outlines:

• the compelling reasons for requesting expedition
• the consequences if the expedited process were not followed.

A2.3 The DVC makes a decision on the request and provides the relevant Dean and Academic Committees and Program Support Unit with written advice of that decision.

A2.4 The Chairperson of the relevant committee reports to the ensuing meeting of the committee on the action taken on the committee’s behalf.

Part B: Stages and steps for approval

Notes:
1. When a program is accredited, all new courses included in the accreditation documentation (other than courses documented using only the Course Synopses template) are approved for offer.

2. When approval is granted for substantial changes to a program, approval is also given for new courses associated with that change.

3. If a new course is proposed other than as part of the accreditation of a program or substantial changes to a program, the procedures given below are followed.

B1.1 The relevant School creates a Course Development Team (CDT) and the CDT develops the course in line with any faculty requirements and processes, ensuring that:

(a) consultations are held with all parties:

(i) with a legitimate interest in the proposed development, including for example other faculties if the course is to be made available in a cross-faculty or combined degree program, and professional and registration bodies;

(ii) for whom there may be resource, legal or administrative implications with the proposed developments, including for example Information Technology Services, Information Services, Student Administration, Capital Programs and Operations, and Marketing and Communications;

(b) input is sought from other appropriate sources with relevant expertise, for example curriculum designers and developers within or beyond the University;

(c) the course is designed and developed consistent with –

• any applicable plans, rules, policies and procedures within the University
• any applicable resolutions of the Academic Board or its standing committees
• any applicable directives issued by senior staff of the University
• any standards for external recognition, registration or accreditation of any program in which the new course will be offered.

B2.1 The Course Development Team (CDT) documents the proposed new course including resource needs using:

(a) the Course Proposal template;

(b) the Course Outline template; and

(c) resource impact statement pro formas developed by Capital Programs and Operations (CPO), Information Services (IS), and Information Technology Services (ITS).

B2.2 A list of all templates is provided in Appendix 1.

B2.3 Course Proposal

B2.3.1 The Course Proposal is the case made for introduction of the proposed new course and it includes, but is not restricted to, the following information:

• proposed title
• faculty of offer
• field of education
• source of funding
• level (introductory, advanced)
• time of first offer
• modes of delivery
• unit value
• rationale
• majors and minors that will include the course
• program/s in which the course will be offered and compulsory or elective status in each program
• enrolment projections for first three years of offer
• current staff who will teach the course including summary details and areas of teaching
• resource needs, including staff, equipment and infrastructure
• summary of issues and outcomes from consultations with other parties.

B2.4 Course Outline

B2.4.1 The Course Outline is the description of the proposed new course that is used to assess its academic merit and which forms the basis for provision of information to students, intending students, the University community and the public concerning the course.

B2.4.2 The Course Outline includes, but is not restricted to, the following information:

• proposed title
• faculty of offer
• unit value
• mode of delivery
• contact hours or equivalent
• prerequisites, co-requisites, anti-requisites and other enrolment restrictions
• course description
• intended learning outcomes
• course content and schedule
• assessment requirements, details and any penalties
• mapping of relationships between graduate attributes, learning outcomes and assessment
• prescribed and recommended reading
• prescribed equipment
• health and safety risk management
• teaching staff
• associated charges or costs

B2.5 Resource Impact Statements

B2.5.1 Resource Impact Statements detail the resource needs and implications of the proposed course for provision of support and services by each of Capital Programs and Operations (CPO), Information Services (especially the Library) and Information Technology Services (ITS).

B2.5.2 Each proforma is developed and made available by the relevant service organisation.

B3.1 The Course Development Team (CDT) forwards the Proposal and Course Outline to the relevant Head of School (HOS) who considers the documentation, taking into account all matters of relevance, including any comments that may have been received from Information Technology Services (ITS), Information Services (iS) and Capital Programs and Operations (CPO) in response to the initial versions of the Proposal and Course Outline.

B3.2 The HOS advises the CDT to make any needed changes.

B3.3 The CDT makes any needed changes and presents the amended documentation to the HOS.

B3.4 The HOS considers the amended documentation, taking into account all matters of relevance, and if the HOS decides that approval for the changes should be sought, the HOS signs the relevant section of the Proposal.

B3.5 The CDT refers the signed documentation to the Faculty Learning and Teaching Committee

B4.1 The Course Development Team (CDT) submits the Course Proposal and Course Outline to the relevant Faculty Learning and Teaching Committee/s and relevant Faculty Academic Advisory Committee/s.

B4.2 The committees consider the documentation at their respective meetings and minutes are made of the discussion and any related recommendations.

B4.3 The committees forward the relevant minutes (or extract) including any recommendations to the CDT, HOS and the relevant Dean.

B4.4 The CDT makes any needed changes to the proposed course and related approval documentation and provides the Faculty Office with a copy of the current approval documentation, including the completed Resource Impact Statements.

B4.5 Summary of major steps related to Faculty committees’ input:

B5.1 The Faculty Office provides Student Administration with a copy of the Course Proposal and Course Outline to date and requests Student Administration to allocate a new Course Code.

B5.2 Student Administration allocates the code and advises the Faculty Office of these.

B5.3 The Faculty Office requests Records Management Services to create a new University file for the proposed course.

B5.4 Records Management Services creates new files and advises the Faculty Office of the relevant file numbers.

B5.5 The Course Development Team (CDT) updates the initial accreditation documentation and Resource Impact Statements to include the course code and file number.

B5.6 The Faculty Office provides Capital Programs and Operations, Information Services and Information Technology Services with a copy of the Course Proposal and Course Outline to date and the relevant completed resource impact statement.

B5.7 Summary of major steps related to course codes and files, and referral of impact statements:

B6.1 Capital Programs and Operations, Information Services and Information Technology Services provide the designated contact for the course and the Academic Committees and Program Support Unit with documented input in response to the relevant Resource Impact Statement.

B6.2 Summary of major steps related to response to impact statements:

B7.1 The relevant Deans consider the documentation in consultation with the relevant Head/s of School, taking into account the support or otherwise of the HOS, the criteria for approval provided in the parent policy and any others matters of relevance.

B7.2 The relevant Deans initiate actions for addressing any resource issues arising from responses to Impact Statements.

B7.3 If the relevant Deans are satisfied that resource issues have been adequately addressed and that approval should be sought, the Dean of the lead faculty signs the relevant section of the Course Proposal and also attests that all relevant faculty committees have considered the proposed new course.

B7.4 The lead Dean arranges for a final check and proofing of the documentation.

B7.5 The lead Dean arranges for a hard copy set of the complete approval documentation, together with PDF e-copies, to be submitted to the Academic Committees and Program Support Unit and for the “master” signed set of approval documentation to be registered and recorded in the relevant course file on the University’s Records Management System (RecFind).

B7.6 Summary of major steps related to Head of School and Dean input and related follow-up

B8.1 The Academic Committees and Program Support Unit checks the documentation for completeness and clarity, accuracy, internal consistency and liaises with relevant Faculty staff in order for appropriate actions to be taken to address any issues and for amended documentation to be submitted where needed.

B8.2 The Academic Committees and Program Support Unit includes information on the proposed new course in a summary sheet of program and course developments that are to be progressed in the current round through key collegial and decision-making bodies.

B8.3 The Academic Committees and Program Support Unit forwards the documentation and summary sheet to the Deans Group.

B8.4 Deans Group considers the documentation, paying particular attention to resource implications and issues, potential impact on programs and the extent to which the course might replicate or overlap with any current University offerings.

B8.5 Deans Group advises the Academic Committees and Program Support Unit of any comments and recommendations it may have on the proposed course.

B9.2 The Chairperson, LTMC or RDC can determine that the accreditation documentation is incomplete or under-developed and delay the consideration of the proposal by LTMC or RDC until such time as the faculty has responded to the Chairperson’s concerns regarding the quality of the accreditation documentation.

B9.3 LTMC or RDC considers the academic merit of each proposed new course on the basis of the related documentation and:

(a) resolves to recommend that the proposed new course as currently documented be approved; or

(b) resolves to recommend that the proposed new course be approved subject to identified amendments being made to the course and associated documentation; or

(c) resolves that the proposed new course and associated documentation should be revised by the relevant faculty/faculties in light of matters identified by the Committee and subsequently be submitted to the Committee for further consideration; or

(d) makes such other resolutions as may be appropriate.

B9.4 If unqualified approval is recommended, the Academic Committees and Program Support Unit refers the documentation and relevant extract from the Committee’s minutes to the Academic Board for consideration.

B9.5 If approval is recommended subject to amendments being made [under item B9.3(b)]:

(a) the relevant Faculty is advised to make the amendments and submit to the Chairperson of the Committee, through the Academic Committees and Program Support Unit, the amended documentation together with a written response to the matters identified, including a statement detailing the changes made to the documentation (with page references); and

(b) the Chairperson of the Committee reviews the amended documentation then forwards it to the Academic Board through the Academic Committees and Program Support Unit. (The Chairperson may raise with the Academic Board any matters related to the amended documentation.)

B9.6 Where revision is recommended [under item B9.3(c)]:

(a) the relevant Faculty is advised to revise the proposed course and associated documentation and submit new documentation to the Committee together with a written response to the matters identified including an outline of changes made;

(b) the Committee reviews the revised documentation and makes an appropriate resolution; and

(c) the Committee refers the documentation and relevant extract from the Committee’s minutes to the Academic Board through the Academic Committees and Program Support Unit for consideration.

B10.1 The Academic Committees and Program Support Unit forwards the latest version of the documentation and associated extracts from minutes of the LTMC/RDC to the Academic Board.

B10.2 Academic Board considers the academic merit of each proposed new course on the basis of the related documentation, and:

(a) resolves to approve the proposed new course as currently documented, identifying when the course will be offered for the first time; or

(b) resolves to approve the proposed new course as currently documented subject to identified amendments being made to the course and associated documentation to the satisfaction of the Chairperson Academic Board; or

(c) resolves not to approve the new course in the form in which it is currently documented; or

(d) makes such other resolutions as may be appropriate.

B10.3 Where approval is subject to any required amendments being made [under item B10.2(b)]:

(a) the relevant Faculty is advised to make the amendments and submit to the Chairperson Academic Board, through the Academic Committees and Program Support Unit, the amended documentation together with a covering statement detailing the changes made to the documentation (with page references);

(b) the Chairperson Academic Board reviews the amended documentation and if satisfied that the required amendments have been made attests to this in writing and forwards the attestation to the Academic Committees and Program Support Unit; and

(c) the new course:

(i) is approved from the date of the Chairperson’s attestation; and

(ii) may be offered from the time specified in the amended documentation.

B11.1 The staff providing secretariat services to the Academic Board provide written advice to all relevant parties of the outcome of final considerations concerning proposals for approval of new courses.

B11.2 The Academic Committees and Program Support Unit provides written advice to relevant parties concerning important matters that must be attended to post-approval, including:

(a) the need to amend each relevant Program Outline to accommodate any changes associated with the approval of a new course;

(b) the need to include information related to new courses on the University’s Website and in other marketing or promotional materials; and

(c) the need to make each Course Outline for a new course (excluding appendices) and the updated Program Outline (where applicable) available to students and staff through a central faculty location on the Staff and Student Portals.

Part C: Records management

C1 The Faculty proposing a new course is responsible for initiating action with Records Management Services to create a new file for the proposed course.

C2 The Faculty is responsible for ensuring that:

(a) all documentation associated with a new course, up to and including versions forwarded to the Academic Committees and Program Support Unit for submission to Deans Group, is recorded in the relevant file and registered in RecFind; and

(b) the version of the Course Outline for an approved new course, including any amendments required to be made as part of the approval, is recorded in the relevant course and program file/s and registered in RecFind; and

(c) a copy of the approved version of each Course Outline and updated Program Outline (where applicable) is made available to staff and students through the Portal.

C3 Staff providing secretariat services to the Learning and Teaching Management Committee or Research Degrees Committee (as appropriate), Academic Board and Council are responsible for ensuring that the versions of the approval documentation considered by the relevant body together with related documentation including extracts from minutes are recorded in the relevant files and registered in RecFind.

C4 The Academic Committees and Program Support Unit is responsible for ensuring that records of Summary Sheets presented to Deans Group and related post-approval matters are recorded in the relevant files and registered in RecFind.

Appendix follows

Appendix 1: List of templates

New Course Proposal*
Course Outline*

* Use these templates when proposing a new course

Course Synopses (used only in accreditation proposals)
Request for Final Approval of a Course(s) (used only in relation to Course Synopses)

Proposal to Make a Substantial Change to a Course
Proposal to Discontinue a Course

Program related

Program Bulletin – New Program
Program Proposal
Program Outline
Program Business Case

Program Bulletin – Substantial Change
Proposal to Make a Substantial Change to a Program
Proposal to Make a Limited Change to a Program

Program Bulletin – Discontinuation
Proposal to Discontinue a Program

Program Bulletin – Suspend an Intake
Proposal to Suspend an Intake

The Program templates are available on the Staff Portal at:

Community>Academic Committees and Program Support Unit>Curriculum Accreditation and Approval>Programs>Templates

The Course templates are available on the Staff Portal at:

Community>Academic Committees and Program Support Unit>Curriculum Accreditation and Approval>Courses>Templates

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