Content
Program Changes - Procedures
Parent policy: Program Accreditation and Course Approval – Governing 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 Policy.
The procedures do not apply to higher degrees by research.
Contents
Part A: Proposed changes that cannot be approved
A1 A proposal for any of the following cannot be progressed as a change to a program:
- any change that would result in the need for a different Field of Education to be assigned to a currently accredited program
- any change to the total unit value of a currently accredited program
- any change to the duration (standard completion time) of an accredited program
A2 Any change of the type listed above requires the development of an accreditation submission for a new program and an associated submission for discontinuation of the currently accredited program. (Refer to separate “Program Accreditation – Procedures” and “Program Discontinuation and Suspension of Intake – Procedures”.)
Part B: Difference between substantial change and limited change
B1 A substantial change to a program is a change that, if implemented, would:
(a) change the title of an accredited program (and require a new program code); or
(b) significantly alter the entry requirements or requirements for completion of the program, including requirements relating to majors and minors; or
(c) significantly alter the learning and graduate outcomes of the program; or
(d) change the specified compulsory courses, majors or minors in the program or increase the total unit value of compulsory courses, majors or minors within the program; or
(e) reduce the total unit value of Core Courses required for completion of the program; or
(f) reduce the total unit value of elective courses required for completion of the program; or
(g) remove or add a requirement for a compulsory workplace-based course or component in the program; or
(h) make the program newly available to international students; or
(i) have a significant impact on demand for, or the University/s capacity to continue to offer, another accredited program; or
(j) have significant resource implications for any part of the University.
B2 A limited change is any other permissible change to a program.
B3 Decision on whether a change is substantial or not
B3.1 Program Leaders and Faculty Learning and Teaching Co-ordinators consult the Chairperson of the Learning and Teaching Committee (LTC) or Research Degrees Committee (RDC) [as appropriate] for advice on whether proposed changes to programs should be progressed as substantial or limited changes.
B3.2 The relevant Chairperson makes a final decision on whether the proposed change is to be treated as a substantial change or as a limited change and advises the relevant Faculty Learning and Teaching Co-ordinator and the Academic Committees and Program Support Unit of the decision.
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Part C: Timeframes for changes to programs
C1 Timelines
C1.1 Faculties plan and progress all proposed program changes so that:
- sufficient time is allowed for informed consideration of, and decision-making based on, the merit and academic integrity of proposed changes to a program and any associated resource and other implications
- approval of any substantial changes to a program is finalised well in advance of the teaching period in which the changes are to take effect.
C1.2 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 for substantial changes to programs so that changes are approved in time to:
- meet legislative requirement set by the Commonwealth to report comprehensive program information annually to Department of Education Employment and Workplace Relations (DEEWR) in the Course of Study and Campus files
- meet the requirement to produce accurate student load forecasts
- 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 students through various marketing activities, especially in light of timing of QTAC offer rounds
- adjust plans, budgets and priorities in light of any additional resource requirements associated with changes to programs
- obtain or provide needed resources in sufficient time.
C2 Variation to timelines
C2.1 In highly exceptional circumstances, approval may be granted to expedite approval processes for substantial changes to programs through a minor variation of the procedures in Section D2 below, whereby the Chairperson of the Learning and Teaching Committee or Research Management Committee, as appropriate, acts on behalf on the relevant Committee in considering a proposal for substantial changes to a program
C2.2 In the event that a Faculty believes that there is compelling reason to expedite approval processes for substantial changes to programs, the relevant Dean makes written application to the Deputy Vice-Chancellor (DVC), through the Academic Committees and Program Support Unit, for approval to expedite.
C2.3 The written request outlines:
- the compelling reasons for requesting expedition
- the consequences if the expedited process were not followed.
C2.4 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.
C2.5 The Chairperson of the relevant committee reports to the ensuing meeting of the committee on the action taken on the committee’s behalf.
Part D: Substantial changes to a program
Notes:
1. There are different procedures for making substantial changes to an accredited program and for making limited changes to an accredited program. This Part includes the procedures for substantial changes while Part E provides the procedures for limited changes.
2. All proposed substantial changes to a program need to be designed to ensure that the changes will not bring into question whether the program continues to meet all criteria for accreditation of a program as provided in the parent policy.
3. Advice must be sought from USC International concerning the implications of substantial changes to any program 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.
4. If a substantial change to a program is approved in its entirety, all new and proposed changes to courses, majors and minors, and all discontinuations of courses, majors and minors included in the approval documentation are also approved.
5. There are several key stages involved in substantial changes to an accredited program as identified in the following procedures.
D1 Stage 1 - Program Bulletin
D1.1 If substantial changes to an accredited program are proposed, the Program Leader submits a brief proposal to the relevant Faculty Executive (or equivalent) for consideration.
D1.2 Where cross-faculty or combined degree programs are involved, the Program Leader should consult with all interested parties and submit the brief proposal to all relevant Faculty Executives.
D1.3 If the (lead) Faculty Executive supports the proposed development, it advises the Program Leader to draft a Program Bulletin using the relevant template (refer to Appendix 1).
D1.4 The Program Bulletin is intended to provide the University with information on substantial changes to an accredited program, including the following:
- title of program
- faculty or faculties offering the program
- summary of changes proposed
- rationale for the changes
- proposed date/s on which the changes will take effect
- name of contact person for further information and to whom comments or views on the changes should be forwarded
- closing date for submission of comments and views.
D1.5 The Program Leader submits an e-copy of the Program Bulletin to the relevant Dean who forwards the e-copy to the Academic Committees and Program Support Unit.
D1.6 The Academic Committees and Program Support Unit forwards the Program Bulletin to the Deputy Vice-Chancellor (DVC) for consideration.
D1.7 The DVC discusses any issues related to the proposed changes with the relevant Dean.
D1.8 If the DVC decides that the Program Bulletin should be released for information, the Academic Committees and Program Support Unit is advised.
D1.9 The Academic Committees and Program Support Unit informs relevant University personnel by email of the release of the Program Bulletin.
D1.10 Copies of Program Bulletins released for information are made available through the Staff Portal.
D1.11 Summary of major steps related to Program Bulletin:
| Steps |
Action |
Responsibility |
| 1 |
Initial concept for changes considered by Faculty Executive |
Faculty Executive |
| 2 |
Program Bulletin drafted and submitted to Dean |
Program Leader |
| 3 |
Dean submits Program Bulletin to Deputy Vice Chancellor (DVC) through Academic Committees and Program Support Unit |
Dean
|
| 4 |
DVC decides whether Program Bulletin to be released |
DVC |
| 5 |
Academic Committees and Program Support Unit advises of release of Program Bulletin |
Academic Committees and Program Support Unit |
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D2 Stage 2 - Program redesign
D2.1 After the closing date for submissions in response to the Program Bulletin, the Program Leader advises the Faculty Executive of the substance of submissions received and, as advised by the Executive, undertakes consultations concerning any issues raised.
D2.2 Subject to Faculty Executive being satisfied that there has been satisfactory resolution of any issues raised, the Program Leader in association with all relevant staff finalises the redesign of the changed program (except if a change of title is the only proposed change) in line with any faculty requirements and processes, ensuring that:
(a) consultations are held with all parties:
(i) with a legitimate interest in the program, including for example other faculties and service areas of the University, potential employers, professional and registration bodies, relevant Academic Advisory Committee;
(ii) for whom there may be resource, legal or administrative implications with the proposed changes, including for example USC International, Information Technology Services, Information Services, Student Administration, Facilities Management, Marketing and Communications;
(b) input is sought from other appropriate sources with expertise relevant to redesign of the program, for example instructional designers and developers within or beyond the University;
(c) the program is redesigned consistent with –
- the Australian Qualifications Framework 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, rules, 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 program or potential graduates
- relevant guidelines and good practice in program design and development for programs of that type; and
(d) the program is redesigned so as to continue to meet all criteria for accreditation of a program as provided in the parent policy.
D3 Stage 3 - Initial documentation of changes
D3.1 The Program Leader writes a Proposal to Make a Substantial Change to a Program, using the template of that name, and writes a new Program Outline incorporating the proposed changes, using the Program Outline template. Any new courses associated with the substantial change are also documented using the Course Outline template.
D3.2 Proposal to Make a Substantial Change to a Program
D3.2.1 The Proposal is the case made for making substantial changes to the program and it includes, but is not restricted to, the following information:
- details of, and the rationale for, all changes proposed to the program
- any courses, majors and minors identified for discontinuation in association with the proposed changes and whether they are also offered in other programs
- any new courses, majors and minors associated with the proposed changes and whether the new courses, minors and majors will be available in other programs
- benefits of the overall changes, including alignment with strategic priorities, directions and market evidence/feedback findings where appropriate
- the time at which the changes are to take effect
- summary of program redesign processes
- any transitional arrangements
- associated resource needs, including staff, equipment and infrastructure
- summary of issues and outcomes from consultations with key interested parties.
D3.3 Program Outline
D3.3.1 The proposed new Program Outline is the version intended to replace the current Program Outline and is used to assess the merit and academic integrity of the changed program and form the basis for provision of information to students, intending students, the University community and the public concerning the program
D3.3.2 The Program Outline includes, but is not restricted to, the following information:
- proposed title, duration, total unit value
- aims and intended learning of the program
- entry requirements and pathways
- program structure
- available majors and minors
- summary of teaching and assessment methods employed across the program
- program completion requirements
- professional recognition, registration and accreditation of program and graduates
- pathways to further study
- pathways to employment
- appendices documenting details of all new courses (Course Outlines or Course Synopses) and providing summaries of current approved courses (Course Abstracts) that are to be offered in the program (Using the relevant course templates).
D3.3.4 The Program Leader checks the documentation for accuracy, internal consistency and completeness and then refers the documentation to the relevant Faculty Learning and Teaching Committee/s and Academic Advisory Committee/s for consideration.
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D4 Stage 4 - Consideration by Faculty Committees and follow-up
D4.1 The Program Leader submits the Proposal and the Program Outline to the relevant Faculty Learning and Teaching Committee/s and relevant Faculty Academic Advisory Committee/s.
D4.2 The committees consider the documentation at their respective meetings and minutes are made of the discussion and any related recommendations.
D4.3 In considering the documentation, the committees take account of matters within their terms of reference and form a view on whether the program as changed would continue to meet the criteria for program accreditation provided in the parent policy.
D4.4 The committees forward the relevant minutes (or extract) including any recommendations to the relevant Dean.
D4.5 The Dean advises the Program Leader to make any needed changes to the program and related documentation and the Program Leader undertakes the needed actions.
D4.6 Provided that the Dean decides that the Faculty should proceed with the proposed changes, the Faculty Office provides Student Administration with a complete set of the related documentation to date and requests Student Administration to:
(a) allocate Course Codes for any new courses; and
(b) allocate a new Program Code if a change of program title is proposed.
D4.7 Student Administration allocates the codes and advises the Faculty Office of these.
D4.8 The Faculty Office requests Records Management Services to create a new University file for each new course allocated a code and a new program file if a new program code has been allocated. If a new program file is requested, the Faculty Office also advises Records Management Services of the current file number for the program involved.
D4.9 Records Management Services creates new files, advises the Faculty Office of the relevant file numbers and creates cross-references between files associated with a change of program name.
D4.10 The Program Leader updates the relevant documentation to include new course codes and file numbers.
D4.11 The Program Leader checks the updated documentation for accuracy, internal consistency and completeness and then refers the documentation to the relevant Dean.
D4.12 Summary of major steps related to Faculty committees’ input and related follow-up
| Steps |
Action |
Responsibility |
| 1 |
Faculty Learning and Teaching Committee/s and Academic Advisory Committee/s consider documentation |
Chairs/secretaries of FLTCs and FAACs |
| 2 |
Consideration of committees’ views and recommendations and advice to Program Leader of needed changes |
Dean
|
| 3 |
Program redesign and documentation in line with needed changes |
Program Leader |
| 4 |
Course and program codes allocated |
Student Administration |
| 5 |
Official University files created for any new courses and programs with a change of title |
Records Management Services |
| 6 |
Documentation updated to include codes and file numbers |
Program Leader
|
| 7 |
Updated documentation submitted to relevant Dean |
Program Leader |
D5 Stage 5 - Consideration by Dean and follow-up
D5.1 The Program Leader submits the updated documentation to the relevant Dean or, in the case of a cross-faculty or combined degree program, to each relevant Dean.
D5.2 The relevant Deans consider the documentation in consultation with the relevant Head/s of School, taking into account any matters of relevance.
D5.3 If the relevant Deans decide that approval should be sought for the changes, the Dean of the lead faculty signs the relevant section of the Proposal and also attests that all relevant faculty committees have considered the proposed changes.
D5.4 The Dean arranges for a final check and proofing of the documentation and a hard copy set of the complete documentation together with PDF e-copies to be submitted to the Academic Committees and Program Support Unit.
D5.5 The Dean arranges for a copy of the complete signed documentation to be recorded in the relevant program and course files and registered in the University’s Records Management System (RecFind).
D5.6 Summary of major steps related to Dean and Head of School input and related follow-up:
| Steps |
Action |
Responsibility |
| 1 |
Dean considers documentation in consultation with other Deans and relevant Heads of School, signifies if approval should be sought and that all faculty committees have considered the proposed changes |
Dean/s |
| 2 |
Dean arranges final check of accuracy of documentation, submission of documentation to Academic Committees and Program Support Unit and capture of documentation in RecFind |
Dean |
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D6 Stage 6 - Progression of documentation through committees
D6.1 The Academic Committees and Program Support Unit checks the documentation for completeness and clarity, accuracy, internal consistency, compliance and consistency with relevant University and external reference points, 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.
D6.2 Referral to Learning and Teaching Committee or Research Management Committee
D6.2.1 The Academic Committees and Program Support Unit forwards the documentation to the Learning and Teaching Committee (LTC) or Research Degrees Committee (RDC) as appropriate.
D6.2.2 LTC or RDC considers the academic merit of the proposed changes to the program on the basis of the documentation and:
(a) resolves to recommend that the proposed changes to the program as currently documented be approved; or
(b) resolves to recommend that the proposed changes to the program as currently documented be approved subject to identified amendments being made to the associated documentation; or
(c) resolves that the proposed changes to the program 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.
D6.2.3 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.
D6.2.4 If approval is recommended subject to amendments being made:
(a) the relevant Faculty is advised to make the amendments and submit to the Chair 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 Chair of the Committee reviews the amended documentation then forwards it to the Academic Board through the Academic Committees and Program Support Unit. (The Chair may raise with the Academic Board any matters related to the amended documentation.)
D6.2.5 If revision is recommended:
(a) the relevant Faculty is advised to revise the proposed changes to the program 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.
D6.3 Referral to Academic Board
D6.3.1 The Academic Committees and Program Support Unit forwards the latest version of the documentation and associated extracts from minutes of the LTC/RDC to the Academic Board.
D6.3.2 Academic Board considers the academic merit of the proposed changes to the program 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 program and any associated discontinuation of courses, majors and minors will take effect; or
(b) resolves to approve changes to the program 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 program in the form in which they are currently documented; or
(d) makes such other resolutions as may be appropriate.
D6.3.3 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 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 changes to the program -
(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.
D7 Stage 7 - Post-approval matters
D7.1 The 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 programs.
D7.2 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) where the change involves the program being newly available to on-shore international students, the need to make application for registration of the program for inclusion in the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) and allocation of a CRICOS Code for the program;
(b) the need to update information on the program on the University’s Website, including information related to the program’s availability to international students depending on CRICOS registration; and
(c) the need to make the amended Program Outline (excluding the appendices) available to students and staff through a central faculty location on the Staff and Student Portals.
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Part E: Limited changes to a program
E1 Stage 1 - Preliminary consultations
E1.1 The Program Leader consults with all interested parties concerning the proposed changes, including relevant areas of the University for which the changes may have administrative or resource implications. If the changes also involve any changes to current courses, majors or minors offered in other programs consultations are held with the relevant Program Leaders.
E2 Stage 2 - Initial documentation of limited changes
E2.1 The Program Leader writes a Proposal to Make a Limited Change to a Program, using the relevant template, and writes a new Program Outline incorporating the proposed changes, using the Program Outline template.
E2.2 The Proposal is the case made for making limited changes to the program and it includes, but is not restricted to, the following information:
- details of, and the rationale for, the limited changes proposed to the program
- the time at which the changes are to take effect
- implications for other programs and any current courses
- additional resources needed.
E2.3 The new Program Outline is the version intended to replace the current Program Outline.
E2.4 The Program Leader checks the documentation for accuracy, internal consistency and completeness and then refers the documentation to the Chairperson of the relevant Faculty Learning and Teaching Committee/s for consideration.
E3 Stage 3 - Chairperson, Faculty Learning and Teaching Committee/s
E3.1 The Program Leader submits the Proposal for Limited Changes to a Program and the Program Outline to the Chairperson of the relevant Faculty Learning and Teaching Committee/s.
E3.2 The Chairperson considers the documentation and advises the Program Leader to make any needed changes to the related documentation.
E3.3 The Program Leader undertakes the needed actions.
E3.4 The Chairperson submits the updated documentation together with written comments and recommendations to the Dean.
E4 Stage 4 - Referral to Dean
E4.1 The Dean considers the documentation in consultation with the relevant Head/s of School and decides whether to approve or not approve the proposed changes or approve the changes subject to amendments being made.
E4.2 If amendments are required, the Program Leader makes the necessary amendments and submits the amended documentation to the Dean.
E4.3 The Dean signs the Proposal to indicate approval of the limited change.
E4.4 The Dean arranges for:
(a) a copy of the complete documentation together with PDF e-copies to be submitted to Student Administration, Marketing and Communications, other Deans, the Academic Committees and Program Support Unit and each other area of the University that needs to be advised of the particular changes;
(b) the complete signed documentation to be recorded in the relevant program file and registered in the University’s Records Management System (RecFind);
(c) updating of program information on the University’s Website where applicable; and
(d) the new Program Outline to be made available to students and staff through a central faculty location on the Staff and Student Portals.
Part F: Records management
Substantial changes to programs
F1 The Faculty proposing substantial changes to a program is responsible for initiating action with Records Management Services to create new files for new courses associated with the proposed changes to the program and a new program file where a change of program title is involved.
F2 The Faculty is responsible for ensuring that:
(a) all versions of the program and associated new course documentation, up to and including the versions forwarded to the Academic Committees and Program Support Unit for submission to University committees, are recorded in the relevant files and registered in RecFind; and
(b) the final versions of the program as approved and of each new course approved as part of the program change, including any amendments required to be made as part of the approval, are recorded in the relevant files and registered in RecFind; and
(c) a copy of the approved final version of the Program Outline is made available to staff and students through the Portal.
F3 Staff providing secretariat services to the Learning and Teaching Committee or Research Management Committee (as appropriate) and Academic Board are responsible for ensuring that the versions of the program and associated new course documentation considered by the relevant body together with extracts from minutes are recorded in the relevant files and registered in RecFind.
F4 The Academic Committees and Program Support Unit is responsible for ensuring that records of Program Bulletins and relevant post-approval matters are recorded in the relevant files and registered in RecFind.
Limited changes to programs
F5 The Faculty is responsible for ensuring that:
(a) all documentation related to the limited change is recorded in the relevant program files and registered in RecFind; and
(b) a copy of the latest approved version of the Program Outline is made available to staff and students through the Portal.
Appendix follows
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Appendix 1: List of templates
Program related
Program Bulletin – Substantial Change*
Proposal to Make a Substantial Change to a Program*
Proposal to Make a Limited Change to a Program**
Program Outline #
* Use these templates when proposing a Substantial Change to a Program
** Use this template for proposing a Limited Change to a Program
# Use this template for either substantial or limited changes to programs
Program Bulletin – New Program
Program Proposal
Program Business Case
Program Bulletin – Discontinuation
Proposal to Discontinue a Program
Program Bulletin – Suspend an Intake
Proposal to Suspend an Intake
Course related
New Course Proposal
Course Outline#
Course Synopses
Request for Final Approval of a Course(s)
Proposal to Make a Substantial Change to a Course
Proposal to Discontinue a Course
Location of templates
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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