Higher Degree by Research Accreditation - Procedures

Accessibility links

Higher Degree by Research Accreditation - Procedures

Breadcrumbs

Approval authority
Deputy Vice-Chancellor (Research and Innovation)
Responsible officer
Deputy Vice-Chancellor (Research and Innovation)
Designated officer
Director, Office of Research
First approved
29 October 2013
Last amended
5 January 2016
Effective start date
30 October 2013
Review date
1 October 2018
Status
Active
Related documents
Higher Degree by Research Accreditation - Academic Policy
Program Accreditation and Course Approval - Governing Policy

Definitions

Please refer to the University’s Glossary of Terms for policies and procedures.

Purpose of procedures

This document is to be read in conjunction with the Higher Degree by Research Accreditation – Academic Policy. It sets out steps to operationalise the Higher Degree by Research Accreditation – Academic Policy, and outlines processes for the management of the policies and processes throughout their lifecycle.

Part A: Higher Degree by Research - Accreditation

A1. Timeframes for higher degree by research accreditation

1.1 Faculties plan and progress all proposed new higher degree by research developments so that:

  • sufficient time is allowed for informed consideration of, and decision-making based on, the merit and academic integrity of proposed new higher degree by research developments and their associated resource and other implications
  • the accreditation of a new University higher degree by research is finalised by no later than six months prior to the teaching period in which it is to be first offered

A2. Variation to timelines

2.1 In exceptional circumstances, approval may be granted to expedite the accreditation processes through a minor variation of the procedures in Section A11 below, whereby the Chairperson, Research Degrees Committee, as appropriate, acts on behalf on the Committee under delegated authority, in considering a proposal for accreditation.

2.2 In the event that a faculty believes that there is a compelling reason to expedite accreditation of a higher degree by research, the relevant Executive Dean makes written application to the Senior Deputy Vice-Chancellor, through the Academic Secretariat, for approval to expedite.

2.3 The Senior Deputy Vice-Chancellor makes a decision on the request and provides the relevant Executive Dean and Academic Secretariat with written advice of that decision.

2.4 The Chairperson, Research Degrees Committee reports to the ensuing meeting of the committee on the action taken on the committee’s behalf.

2.5 The expedited process approved by the Senior Deputy Vice-Chancellor applies to University level committees. Faculties, at their discretion and with the approval of the relevant committees, can identify a similar expedited process for the faculty level committees.

A3. Stages and steps for accreditation

3.1 There are 10 stages involved in accreditation of a new higher degree by research as identified in the following procedures.

3.2. When a higher degree by research is accredited, any new courses included in the accreditation documentation are also approved for offer.

A4. Stage 1: Program Bulletin

4.1 Staff who wish to propose development of a new higher degree by research submit a brief proposal to the relevant Faculty Executive for consideration.

4.2 Where cross-faculty degree higher degree by research are proposed, the proposers consult with all interested parties and identify the lead faculty for development of the higher degree by research and submit the brief proposal to all relevant Faculty Executive.

4.3 If the (lead) Faculty Executive supports the proposed development, it advises the proposers to draft a Program Bulletin – New Program using the relevant template.

4.4 The proposers submit an e-copy of the Program Bulletin to the relevant Executive Dean for approval who forwards the e-copy to the Academic Secretariat.

4.5 The Academic Secretariat forwards the Program Bulletin to the Senior Deputy Vice-Chancellor for consideration.

4.6 The Senior Deputy Vice-Chancellor discusses any issues related to the proposed higher degree by research development with the relevant Executive Dean.

4.7 If the Senior Deputy Vice-Chancellor decides that the Program Bulletin should be released, the Academic Secretariat is advised.

4.8 The Academic Secretariat informs relevant University personnel by email of the release of the Program Bulletin.

4.9 Copies of Program Bulletins released for information are made available through the Staff Portal.

A5. Stage 2: Higher degree by research development

5.1 After the closing date for submissions in response to the Program Bulletin, the higher degree by research proposer advises the relevant Head of School of the substance of submissions received and, as advised by the Head of School, undertake consultations concerning any issues raised.

5.2 The faculty/school establishes a higher degree by research development team, or equivalent. In the case of proposed cross-faculty higher degree by research the development team comprises staff from each relevant faculty.

5.3 The development team develops the proposed higher degree by research in line with any faculty requirements and processes, ensuring that:

(a) consultations are held with all relevant parties

  • with a legitimate interest in the proposed higher degree by research, including for example other faculties, the Office of Research and other service areas of the University, and potential employers, or
  • for whom there may be resource, legal or administrative implications with the proposed higher degree by research, including for example USC International, Information Technology Services, Information Services, Student Administration, Facilities Management, and Marketing and Communications

(b) input is sought from other appropriate sources with expertise relevant to development of the higher degree by research, within or beyond the University

(c) the higher degree by research is designed and developed consistent with:

  • the Australian Qualifications Framework (AQF) and associated guidelines and principles
  • any applicable legislation and statutory requirements (e.g. Education Services for Overseas Students [ESOS] Act and Code)
  • any applicable plans, policies and procedures within the University
  • any applicable resolutions of the Council or Academic Board or their standing committees
  • any applicable directives issued by senior staff of the University
  • any standards for external recognition, registration or accreditation of the proposed higher degree by research or potential graduates
  • relevant guidelines and good practice in higher degree by research design and development for higher degree by research of that type; and

(d) the higher degree by research is designed and developed in order to meet all criteria for accreditation of a higher degree by research as provided in the parent policy

A6. Stage 3: Accreditation Documentation

6.1 The higher degree by research development team documents the proposed new higher degree by research including resource needs using:

(a) the Higher Degree by Research Proposal template

(b) the Higher Degree by Research Outline template

(c) resource impact statement pro forma required by Facilities Management, Information Services, and Information Technology Services (only required if the proposal includes new courses or if resources for existing courses will be significantly impacted)

6.2 Higher Degree by Research Proposal

The Higher Degree by Research Proposal is the case made for introduction of the proposed new higher degree by research and must be submitted on the Higher Degree by Research Proposal template.

6.3 Higher Degree by Research Outline

The Higher Degree by Research Outline is the detailed description of the proposed new higher degree by research that is used to assess the academic integrity of that higher degree by research. The Outline forms the basis for provision of information to students, prospective students, the University community and the public concerning the higher degree by research. The identified Higher Degree by Research Outline template must be used.

6.4 Course Details

Any new courses proposed as part of the proposed higher degree by research, must be documented in accordance with the Program Accreditation – Procedures (B3 Stage 3).

A7. Stage 4: Consideration of the Higher Degree by Research Proposal and the Higher Degree by Research Outline by Faculty Research Committee

7.1 The Higher Degree by Research Development Team (HDRDT) submits the Higher Degree by Research Proposal and Higher Degree by Research Outline to the relevant Faculty Research Committee.

7.2 The committee considers the documentation at their respective meetings and minutes are made of the discussion and any related recommendations.

7.3 The committee forwards the relevant minutes (or extract) including any recommendations to the HDRDT and the relevant Executive Dean.

7.4 The HDRDT makes any required changes to the proposed higher degree by research and related accreditation documentation and provides the faculty office with a copy of the current accreditation documentation.

A8. Stage 5: Program and Course Codes and Files

8.1 The faculty office:

  • provides Student Administration with a copy of the Higher Degree by Research Proposal and Higher Degree by Research Outline and requests Student Administration to allocate a new higher degree by research code (program code) and course codes for any new courses, including relevant Field of Education Codes are provided for the provision of Student Plans in the student enrolment system.
  • liaises with USC International with regard to Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) registration for new programs available to international students.

8.2 Student Administration allocates the codes and advises the faculty office and the Office of Research.

8.3 The faculty office requests Records Management Services to create a new University file for the proposed higher degree by research and for each new course allocated a code.

8.4 Records Management Services creates new files and advises the faculty office of the relevant file numbers.

8.5 The HDRDT updates the initial accreditation documentation to include the program and course codes, CRICOS codes and file numbers.

8.6 If the proposal includes new courses, the faculty office provides Facilities Management, Information Services and Information Technology Services with a copy of the Higher Degree by Research Proposal and Higher Degree by Research Outline, any required new Course Outlines (if applicable) and the relevant completed resource impact statement.

A9. Stage 6: Consideration by Executive Dean and follow-up

9.1 The relevant Executive Dean/s considers the documentation in consultation with the relevant Head/s of School, taking into account the support or otherwise of the HOS, the criteria for accreditation provided in the parent policy, and any others matters of relevance.

9.2 If the relevant Executive Dean is satisfied that resource issues have been adequately addressed and that accreditation should be sought, the Executive Dean of the lead faculty signs the relevant section of the Higher Degree by Research Proposal and also attests that the relevant faculty committees have considered the proposed new higher degree by research.

9.3 The lead Executive Dean arranges for a final check and proofing of the documentation.

9.4 The lead Executive Dean arranges for a PDF set of the complete accreditation documentation to be submitted to the Office of Research and for a signed set of accreditation documentation to be registered and recorded in the relevant higher degree by research files on the University’s Records Management System (RecFind).

A10. Stage 7: Progression of Higher Degree by Research Proposal and Higher Degree by Research Outline to Deans Group

10.1 The Office of Research checks the accreditation documentation for completeness, clarity, accuracy, internal consistency, compliance and consistency with relevant University and external reference points. The Office of Research 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.

10.2 The Office of Research forwards the documents to the Academic Secretariat for inclusion in the agendas for Deans Group, Research Degrees Committee, and Academic Board.

10.3 The Academic Secretariat includes information on the proposed higher degree by research in a summary sheet of program and course developments that are to be progressed in the current round through key decision-making bodies (e.g. Deans Group, Research Degree Committee, and Academic Board).

10.4 The Academic Secretariat forwards the Higher Degree by Research Proposal and Higher Degree by Research Outline and summary sheet to the Deans Group.

10.5 The Deans Group considers the Higher Degree by Research Proposal and Higher Degree by Research Outline, paying particular attention to the potential impact on other higher degree by research and the extent to which the higher degree by research might replicate or overlap with any current University offerings.

10.6 The Deans Group advises the Academic Secretariat of any comments and recommendations it may have on the proposed higher degree by research.

A11. Stage 8: Progression of the Higher Degree by Research Proposal and Higher Degree by Research Outline to Research Degree Committee

11.1 The Academic Secretariat forwards the accreditation documentation and summary sheet including comments and recommendations from Deans Group to the Research Degrees Committee.

11.2 The Chairperson, Research Degrees Committee can determine that the accreditation documentation is incomplete or under-developed and delay the consideration of the proposal by this committee until such time as the faculty has responded to the Chairperson’s concerns regarding the quality of the accreditation documentation.

11.3 Research Degrees Committee considers the academic merit of the higher degree by research on the basis of the accreditation and related documentation and:

(a) resolves to recommend to Academic Board that the proposed new higher degree by research as currently documented be accredited; or

(b) resolves to recommend to Academic Board that the proposed new higher degree by research as currently documented be accredited subject to identified amendments being made to the proposed new higher degree by research and associated documentation; or

(c) resolves that the proposed new higher degree by research 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.

11.4 If unqualified accreditation is recommended, the Academic Secretariat refers the Higher Degree by Research Proposal and Higher Degree by Research Outline and relevant extract from the Committee’s minutes to the Academic Board for consideration.

11.5 If accreditation is recommended subject to amendments being made:

(a) the relevant faculty is advised to make the amendments and submit to the Chairperson, through the Academic Secretariat, the amended documentation together with a written response to the matters identified, including a statement detailing the changes made to the documentation; and

(b) the Chairperson, Research Degrees Committee reviews the amended documentation then forwards it to the Academic Board through the Academic Secretariat. (The Chairperson may raise with the Academic Board any matters related to the amended documentation.)

11.6 Where revision is recommended [under item A11.3 (c)]:

(a) the relevant faculty is advised to revise the proposed higher degree by research 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 accreditation documentation and relevant extract from the Committee’s minutes to the Academic Board through the Academic Secretariat for consideration.

A12. Stage 9: Progression of Higher Degree by Research Proposal and Higher Degree by Research Outline to Academic Board

12.1 The Academic Secretariat forwards the latest version of the Higher Degree by Research Proposal and Higher Degree by Research Outline and associated extracts from minutes of the Research Degrees Committee to the Academic Board.

12.2 Academic Board considers the Higher Degree by Research Proposal and related Higher Degree by Research Outline, and:

(a) resolves to accredit the higher degree by research subject to the standard conditions of accreditation as specified in the parent policy and any other conditions that the Academic Board may impose, identifying when the higher degree by research will be offered for the first time; or

(b) resolves to accredit the higher degree by research, subject to:

(i) specific amendments being made to the proposed new higher degree by research and associated documentation to the satisfaction of the Chairperson, Academic Board; and

(ii) the standard conditions of accreditation as specified in the parent policy; or

(c) resolves not to accredit the higher degree by research in the form in which it is currently documented; or

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

12.3 Where accreditation is subject to any required amendments being made:

(a) the relevant Faculty is advised to make the amendment and submit to the Chairperson, Academic Board, through the Academic Secretariat, the amended documentation together with a covering statement detailing the changes made to the documentation

(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 Secretariat; and

(c) the higher degree by research:

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

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

A13. Stage 10: Post-accreditation matters

13.1 The Academic Secretariat staff delivering secretariat services to the Academic Board provide written advice to all relevant parties of the outcome of final considerations concerning proposals for accreditation.

13.2 The relevant faculty will liaise with Marketing & Communications and the Office of Research to ensure that all program marketing materials (including the website, portal and Postgraduate Research Guide) is updated.

13.3 USC International arranges CRICOS registration and advises the faculty office and the Office of Research of this code.

A14. Records management

14.1 The faculty proposing accreditation of a new higher degree by research is responsible for initiating action with Records Management Services to create new files for the proposed higher degree by research and all associated new courses.

14.2 Staff providing secretariat services to the Research Degrees Committee and Academic Board are responsible for ensuring that the versions of the accreditation documentation considered by the relevant body together with related documentation including extracts from minutes are recorded in the relevant files and registered in RecFind.

Part B: Higher Degree by Research - Changes

B1. Timeframes for changes to a higher degree by research

Faculties plan and progress all proposed higher degree by research changes so that:

(a) sufficient time is allowed for informed consideration of, and decision-making based on, the merit andacademic integrity of proposed changes to a higher degree by research and any associated resource and other implications

(b) approval of any substantial changes to a higher degree by research is finalised well in advance of the teaching period in which the changes are to take effect.

1.2 Variation to timelines

-   Refer to Section A2.

B2. Changes to a higher degree by research

2.1 All proposed changes to a higher degree by research need to be designed to ensure that the changes will not bring into question whether the higher degree by research continues to meet all criteria for accreditation of a higher degree by research as provided in the parent policy.

2.3 Advice must be sought from USC International concerning the implications of changes to any higher degree by research that has been advertised as being available to international students or in which they have been offered or have accepted a place or are currently enrolled.

2.4 If a change to a higher degree by research is approved in its entirety, all new and proposed changes to courses, and all discontinuations of courses included in the approval documentation are also approved.

2.5 There are several key stages involved in substantial changes to an accredited higher degree by research as identified in the following procedures.

B3. Stage 1: Higher degree by research redesign

Refer to Section B5: consideration by Faculty Research Committee and follow-up

B4. Stage 2: Documentation

4.1 Proposal to make a change to a higher degree by research

The Proposal is the case made for making changes to the higher degree by research and should be made on the Proposal to Make a Change to a Higher Degree by Research template.

4.2 Higher Degree by Research Outline

The proposed new Higher Degree by Research Outline is the version intended to replace the current Higher Degree by Research Outline and is used to assess the merit and academic integrity of the changed higher degree by research and form the basis for provision of information to students, intending students, the University community and the public concerning the higher degree by research.

B5. Stage 3: Consideration by Faculty Research Committee and follow-up

5.1 The proposer submits the Proposal to Make a Change to a Higher Degree by Research and the Higher Degree by Research Outline to the relevant Faculty Research Committee.

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

5.3 In considering the documentation, the committees take account of matters within their terms of reference and form a view on whether the higher degree by research as changed would continue to meet the criteria for higher degree by research accreditation provided in the parent policy.

5.4 The Chairperson, Faculty Research Committee advises the proposer to make any needed changes to the higher degree by research and related documentation and the proposer undertakes the needed actions.

5.5 Provided that the Chairperson, Faculty Research Committee decides that the faculty should proceed with the proposed changes, the faculty office:

(a) provides Student Administration with a complete set of the related documentation to date and requests Student Administration to allocate Course Codes for any new courses (if required) including relevant Field of Education Codes are provided for the provision of Student Plans in the student enrolment system.

5.6 Student Administration allocates the codes and advises the faculty office and the Office of Research of these.

5.7 The faculty office requests Records Management Services to create a new University file for the proposed higher degree by research and for each new course allocated a code.

5.8 Records Management Services creates new files and advises the faculty office of the relevant file numbers.

5.9 The HDRDT updates the initial accreditation documentation to include the program and course codes, CRICOS codes and file numbers.

5.10 If the proposal includes new courses, the faculty office provides Facilities Management, Information Services and Information Technology Services with a copy of the Higher Degree by Research Proposal and Higher Degree by Research Outline, any required new Course Outlines (if applicable) and the relevant completed resource impact statement.

B6. Stage 4: Consideration by Executive Dean and follow-up

6.1 The proposer submits the updated documentation to the relevant Executive Dean or, in the case of a cross-faculty higher degree by research, to each relevant Executive Dean.

6.2 The relevant Executive Deans consider the documentation in consultation with the relevant Heads of School, taking into account any matters of relevance.

6.3 If the relevant Executive Deans decide that approval should be sought for the changes, the Executive Dean of the lead faculty signs the relevant section of the Proposal and also attests that the relevant faculty committee has considered the proposed changes.

6.4 The Executive Dean arranges for a final check and proofing of the documentation and a PDF copy of the complete documentation to be submitted to the Office of Research.

6.5 The Executive Dean arranges for a copy of the complete signed documentation to be recorded in the relevant higher degree by research file and registered in the University’s Records Management System (RecFind).

B7. Stage 5: Progression of documentation through Research Degree Committee

7.1 The Office of Research checks the documentation for completeness, clarity, accuracy, internal consistency, compliance and consistency with relevant University and external reference points. The Office of Research 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.

7.2 The Office of Research forwards the documents to the Academic Secretariat for inclusion in the agendas for Research Degrees Committee and Academic Board.

7.3 The Academic Secretariat forwards the documentation to the Research Degrees Committee .

7.4 Research Degrees Committee considers the academic merit of the proposed changes to the higher degree by research on the basis of the documentation and:

(a) resolves to recommend that the proposed changes to the higher degree by research as currently documented be approved; or

(b) resolves to recommend that the proposed changes to the higher degree by research as currently documented be approved subject to identified amendments being made to the associated documentation; or

(c) resolves that the proposed changes to the higher degree by research 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.

7.5 If unqualified approval is recommended, the Academic Secretariat refers the documentation and relevant extract from the Committee’s minutes to the Academic Board for consideration.

7.6 If approval is recommended subject to amendments being made:

(a) the relevant faculty is advised to make the amendments and submit to the Chairperson of the Committee, through the Academic Secretariat, the amended documentation together with a written response to the matters identified, including a statement detailing the changes made to the documentation; and

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

7.7 If revision is recommended:

(a) the relevant faculty is advised to revise the Proposed Changes to Higher Degree by Research 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 Secretariat for consideration.

B8. Stage 6: Progression of documentation through Academic Board

8.1 The Academic Secretariat forwards the latest version of the documentation and associated extracts from minutes of the Research Degrees Committee to the Academic Board.

8.2 The Academic Board considers the academic merit of the proposed changes to the higher degree by research on the basis of the documentation provided, and:

(a) resolves to approve all of the changes subject to any conditions that the Academic Board may impose, identifying when the changes to the higher degree by research and any associated discontinuation of courses, majors and minors will take effect; or

(b) resolves to approve changes to the higher degree by research subject to:

(i) specific amendments being made to the documentation to the satisfaction of the Chairperson, Academic Board; and

(ii) any conditions that the Academic Board may impose; or

(c) resolves not to approve any of the changes to the higher degree by research in the form in which they are currently documented; or

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

8.3 If approval of changes is subject to any required amendments being made:

(a) the relevant faculty is advised to make the amendment and submit to the Chairperson, Academic Board, through the Academic Secretariat, 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 Secretariat; and

(c) the changes to the higher degree by research -

(i) are approved (with any conditions of approval) from the date of the Chairperson’s attestation; and

(ii) become effective from the time specified in the amended documentation.

B9. Stage 7: Post-approval matters

9.1 The Academic Secretariat staff delivering secretariat services to the Academic Board provide written advice to all relevant parties of the outcome of final considerations concerning proposals for substantial changes to higher degree by research.

9.2 The relevant faculty will liaise with Marketing & Communications and the Office of Research to ensure that all program marketing materials (including the website, portal and Postgraduate Research Guide) is updated.

9.3 USC International arranges any necessary updates to CRICOS registration and advises the faculty office and the Office of Research.

Part C: Higher Degree by Research - Discontinuation

C1. Difference between discontinuation and suspended intake

1.1 Meaning of discontinuation of a higher degree by research

Discontinuation of a higher degree by research is a decision made by Academic Board that means that:

(a) there can be no new intake of students into that higher degree by research from a date specified by the Academic Board;

(b) from the date that the decision is made by Academic Board, the higher degree by research cannot be advertised or marketed as available to students; and

(c) the higher degree by research is to be eventually removed from the suite of higher degree by research available to students.

1.2 Meaning of suspension of intake for a higher degree by research

(a) Suspension of intake is a management decision made by the Senior Deputy Vice-Chancellor that there will be no intake of students for a particular higher degree by research in a specified period.

(b)A suspension of intake is temporary whereas discontinuation of a higher degree by research involves a permanent cessation of intake and eventual removal of the higher degree by research from the suite of higher degree by research available to students.

C2. Discontinuation of a higher degree by research

2.1. There are several key stages involved in proposing discontinuation of an accredited higher degree by research as identified in the following procedures.

2.2 Because of the significant implications involved in discontinuation of a higher degree by research, there is need for preliminary planning for, and timetabling of, any proposed discontinuation.

3. When approval is given for discontinuation of a higher degree by research, approval is also granted to discontinue any courses offered in that higher degree by research that have been specifically identified for discontinuation.

4. If the relevant higher degree by research has been advertised as being available to international students, the advice of USC International is sought concerning any implications that may be associated with the discontinuation.

C3. Stage 1: Preliminary plan and timetable for discontinuation

3.1 If a faculty intends to propose that a higher degree by research should be discontinued, for whatever reason, the faculty consults all interested parties and arranges for development of a preliminary plan and draft timetable for the discontinuation from the proposed date from which there will be no new intake up to the proposed date of permanent removal of the higher degree by research.

3.2 If the higher degree by research concerned is currently available to international students, the advice of USC International is sought in developing the plan and timetable.

3.3 The plan and timetable form the basis for all subsequent actions and decisions related to the proposed discontinuation of a higher degree by research.

C4. Stage 2: Program Bulletin – Discontinuation

4.1 Staff who wish to propose discontinuation of a higher degree by research submit a brief proposal to the relevant Faculty Executive (or equivalent), together with the preliminary plan and timetable developed under C3 above, for consideration.

4.2 Where cross-faculty higher degree by research are involved, the proposers consult with all interested parties and identify the lead faculty for progressing the intended discontinuation and submit the brief proposal, preliminary plan and timetable to all relevant Faculty Executive.

4.3 If the (lead) Faculty Executive supports the proposed discontinuation, it advises the proposers to draft a Program Bulletin - Discontinuation using the relevant template.

4.4 The Program Bulletin is intended to provide the University with information on discontinuation of a higher degree by research.

4.5 The Academic Secretariat forwards the Program Bulletin - Discontinuation to the Senior Deputy Vice-Chancellor for consideration.

4.6 The Senior Deputy Vice-Chancellor discusses any issues related to the proposed discontinuation with the relevant Executive Dean.

4.7 If the Senior Deputy Vice-Chancellor decides that the Program Bulletin - Discontinuation should be released for information, the Academic Secretariat is advised.

4.8 The Academic Secretariat informs relevant University personnel by email of the release of the Program Bulletin - Discontinuation.

4.9 Copies of the Program Bulletin - Discontinuation released for information are made available through the Staff Portal.

4.10 After the closing date for submissions in response to the Program Bulletin - Discontinuation, the proposers advise the relevant Head of School of the substance of submissions received and undertake consultations concerning any issues raised.

C5. Stage 3: Documentation

5.1 Proposal to discontinue a program

  • The proposer documents the proposal using the Proposal to Discontinue Program template.
  • The Proposal is the case made for discontinuation of the higher degree by research.
  • The proposer checks the Proposal for accuracy, internal consistency and completeness and then refers the documentation to the relevant faculty committee(s) for consideration.

C6. Stage 4: Consideration by Faculty Research Committee and follow-up

6.1 The proposer submits the Proposal to the Faculty Research Committee.

6.2 The committee consider the documentation at their respective meetings and minutes are made of the discussion and any related recommendations.

6.3 In considering the documentation, the committee take account of related matters within their terms of reference.

6.4 The Chairperson, Faculty Research Committee advises proposer to make any needed changes to the higher degree by research and related documentation and the proposer undertakes the needed actions.

6.5 The proposer undertakes any needed actions and advises the Chairperson, Faculty Research Committee when the actions are complete.

C7. Stage 5: Consideration by Executive Dean and follow-up

7.1 Provided that the Executive Dean decides that the faculty should proceed to seek Academic Board approval for the discontinuation, the Executive Dean refers the updated documentation to other Executive Deans in the case of a cross-faculty higher degree by research.

7.2 The relevant Executive Deans consider the documentation in consultation with the relevant Head/s of School, taking into account any matters of relevance.

7.3 If the relevant Executive Deans decide that approval for discontinuation should be sought, the Executive Dean of the lead faculty signs the relevant section of the Proposal and also attests that all relevant faculty committees have considered the documentation.

7.4 The Executive Dean arranges for a final check and proofing of the documentation and a PDF e-copy of the Proposal to be submitted to the Office of Research.

7.5 The Executive Dean arranges for a copy of the complete signed documentation to be recorded in the relevant higher degree by research file and registered on the University’s Records Management System (RecFind).

C8. Stage 6: Progression of documentation to Deans Group

8.1 The Office of Research checks the documentation for completeness, clarity, accuracy, internal consistency, compliance and consistency with relevant University and external reference points. The Office of Research 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.

8.2 The Office of Research forwards the documents to the Academic Secretariat for inclusion in the agendas of Deans Group, Research Degrees Committee and Academic Board.

8.3 The Academic Secretariat includes information on the proposed discontinuation in a summary sheet of program and course developments that are to be progressed in the current meeting round of key collegial and decision-making bodies.

8.4 The Academic Secretariat forwards the documentation and summary sheet to the Deans Group.

8.5 Deans Group considers the documentation, paying particular attention to implications and issues that may be associated with discontinuation of the higher degree by research.

8.6 Deans Group advises the Academic Secretariat of any comments and recommendations it may have on the proposed discontinuation.

C9. Stage 7: Progression to Research Degrees Committee

9.1 The Academic Secretariat forwards the Proposal and summary sheet, including comments and recommendations from the Deans Group, to the Research Degrees Committee as appropriate.

9.2 The Research Degree Committee considers the academic implications of the higher degree by research discontinuation and the academic soundness of the transition arrangements on the basis of the Proposal, and:

(a) resolves to recommend to Academic Board that approval be given for discontinuation of the higher degree by research (and any identified courses). Together with any associated transitional arrangements, identifies the times at which the final intakes of domestic students and international students into the higher degree by research will be made and the time from which the higher degree by research will no longer be delivered or offered by the University; or

(b) resolves to recommend to Academic Board that the higher degree by research (and any identified courses) be discontinued subject to identified amendments being made to the Proposal; or

(c) resolves that the Proposal 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.

9.3 If discontinuation is recommended without any need for amendments or revisions, the Academic Secretariat refers the Proposal and relevant extract from the Committee’s minutes to the Academic Board for consideration.

9.4 If discontinuation is recommended subject to amendments being made to the Proposal:

(a) the relevant faculty is advised to make the amendment and submit to the Chairperson of the Committee, through the Academic Secretariat, the amended documentation together with a written response to the matters identified, including a statement detailing the changes made to the documentation; and

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

9.5 Where revision is recommended:

(a) the relevant faculty is advised to revise the Proposal 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 revised Proposal and relevant extract from the Committee’s minutes to the Academic Board through the Academic Secretariat for consideration.

C10. Stage 8: Progression to Academic Board

10.1 The Academic Secretariat forwards the latest version of the Proposal and associated extracts from minutes of the Research Degrees Committee to the Academic Board.

10.2   The Academic Board considers the Proposal in light of the academic implications of the higher degree by research discontinuation and the academic soundness of the transition arrangements, and:

(a) resolves to approve discontinuation of the higher degree by research (and any identified courses) together with any associated transition arrangements, identifies the times at which the final intakes of domestic students and international students into the higher degree by research will be made and the time from which the higher degree by research will no longer be delivered or offered by the University; or

(b) resolves to approve discontinuation of the higher degree by research (and any identified courses), subject to specific amendments being made to the Proposal to the satisfaction of the Chairperson, Academic Board; or

(c) resolves not to approve, at this time, the discontinuation of the higher degree by research; or

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

10.3 Where approval for discontinuation is subject to any required amendments being made:

(a) the relevant faculty is advised to make the amendments and submit to the Chairperson, Academic Board, through the Academic Secretariat, the amended documentation together with a covering statement detailing the changes made to the documentation; and

(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 Secretariat.

C11. Stage 9:Post-approval matters

11.1 The Academic Secretariat staff delivering secretariat services to Academic Board provide written advice to all relevant parties of the outcome of final considerations concerning proposals for discontinuation.

11.2 The relevant faculty will liaise with Marketing & Communications and the Office of Research to ensure that program marketing materials (including the website, portal and Postgraduate Research Guide) is updated.

Part D: Higher Degree by Research - Suspension of Intake

If the relevant higher degree by research has been advertised as being available to international students, the advice of USC International is sought concerning any implications that may be associated with the suspension.

D1. Timeframes and consultations

1.1 If an Executive Dean intends to propose that there be a temporary suspension of intake into a higher degree by research the Executive Dean initiates the process for approval to suspend intake as soon as possible.

1.2 The Executive Dean undertakes preliminary consultations with interested parties.

D2. Stage 1: Program Bulletin – Suspension of Intake

2.1 The Executive Dean of the relevant faculty drafts a Program Bulletin – Suspension of Intake for the higher degree by research using the relevant template.

2.2 The Executive Dean submits an e-copy of the Program Bulletin – Suspension of Intake to the Academic Secretariat.

2.3 The Academic Secretariat forwards the Program Bulletin – Suspension of Intake to the Senior Deputy Vice-Chancellor for consideration.

2.4 The Senior Deputy Vice-Chancellor discusses any issues related to the proposed discontinuation with the relevant Executive Dean.

2.5 If the Senior Deputy Vice-Chancellor decides that the Program Bulletin – Suspension of Intake should be released for information, the Academic Secretariat is advised.

2.6 The Academic Secretariat informs relevant University personnel by email of the release of the Program Bulletin – Suspension of Intake.

2.7 Copies of the Program Bulletin – Suspension of Intake released for information are made available through the Staff Portal.

D3. Stage 2: Documentation

3.1 Proposal to Suspend an Intake - After the closing date for submissions in response to the Program Bulletin – Suspension of Intake, the Executive Dean completes a Proposal to Suspend an Intake, using the relevant template, and submits it to the Academic Secretariat for referral to the Deans Group.

D4. Stage 3: Deans Group

D4.1   Deans Group considers the Proposal and provides advice to the Senior Deputy Vice-Chancellor concerning the Proposal.

D5. Stage 4: Senior Deputy Vice-Chancellor

5.1 The Senior Deputy Vice-Chancellor decides whether to approve or not approve the suspension of intake and signs, and annotates where applicable, the relevant section of the Proposal.

5.2 The Senior Deputy Vice-Chancellor forwards the signed proposal to the Academic Secretariat.

D6. Stage 5: Post-approval matters

6.1 The Academic Secretariat:

(a) provides written advice to all relevant parties of the outcome and final considerations concerning proposals for suspension of intake

(b) registers and records the complete signed documentation in the relevant higher degree by research file and University Records Management System (RecFind)

6.2 The relevant faculty will liaise with Marketing and Communications and the Office of Research to ensure that program marketing materials (including the website, portal and Postgraduate Research Guide) is updated.

END

Back to top

Searching {{model.SearchType}} for "{{model.Query}}" returned more than {{model.MaxResults}} results.
The top {{model.MaxResults}} of {{model.TotalItems}} are shown below, ordered by relevance ({{model.TotalSeconds}} seconds)

Searching {{model.SearchType}} for "{{model.Query}}" returned {{model.TotalItems}} results, ordered by relevance ({{model.TotalSeconds}} seconds)

Searching {{model.SearchType}} for "{{model.Query}}" returned no results.

No search results found for

{{model.ErrorMessage}}