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Program Discontinuation and Suspension of Intake - 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: Difference between discontinuation and suspended intake
A1 Meaning of discontinuation of a program
A1.1 Discontinuation of a program is a decision made by Academic Board that means that:
(a) there can be no new intake of students into that program from a date specified by the Academic Board;
(b) from the date that the decision is made by Academic Board, the program cannot be advertised or marketed as available to students; and
(c) the program is to be eventually removed from the suite of programs available to students.
A2 Meaning of suspension of intake for a program
A2.1 Suspension of intake is a management decision made by the Deputy Vice-Chancellor that there will be no intake of students for a particular program in a specified period.
A2.2 A suspension of intake is temporary whereas discontinuation of a program involves a permanent cessation of intake and eventual removal of the program from the suite of programs available to students.
Part B: Discontinuation of a program
Notes:
1. There are several key stages involved in proposing discontinuation of an accredited program as identified in the following procedures.
2. Because of the significant implications involved in discontinuation of a program, there is need for preliminary planning for, and timetabling of, any proposed discontinuation.
3. When approval is given for discontinuation of a program, approval is also granted to discontinue any courses, majors and minors offered in that program (and that may also be offered in any other program) that have been specifically identified for discontinuation.
4. If the relevant program 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.
B1 Preliminary plan and timetable for discontinuation
B1.1 If a Faculty intends to propose that a program 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 (including any associated discontinuation of courses, majors and minors) from the proposed date from which there will be no new intake up to the proposed date of permanent removal of the program, that takes account of:
(a) any associated courses, majors and minors that are also available in other programs;
(b) the date of the most recent intake into the program (base year/semester);
(c) the maximum completion time for the program as stated in the applicable University Rule (e.g. 10, 4, 2 years);
(d) the amount of time remaining for any student who has accepted a deferred place in the program before that student commences the program (maximum of two years deferment plus maximum completion time);
(e) prior offers of a place in the program that have been made to any international student (agreed commencement date for student plus maximum completion time);
(f) the obligation of the University to continue to offer the program to a student who is currently enrolled in the program or a student or intending student relevant to (b), (c) or (d) above if the student declines an offer of enrolment in or transfer to another program (common law contract);
(g) any associated transition arrangements;
(h) bi-annual program profile reporting dates set by the Commonwealth (six months in advance of any changes to the University’s program profile);
(i) bi-annual Higher Education Information Management System (HEIMS) dates set by the Commonwealth for publishing details of programs on University Websites (six months in advance);
(j) the need to provide timely information to the University community, relevant authorities (e.g. Queensland Tertiary Admissions Centre [QTAC]) and the public concerning discontinuation of the program and any applicable transition arrangements; and
(k) University timeframes for progressing proposals for discontinuation as outlined in B2.
B1.2 If the program concerned is currently available to international students, the advice of USC International is sought in developing the plan and timetable.
B1.3 The plan and timetable form the basis for all subsequent actions and decisions related to the proposed discontinuation of a program.
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B2 University timeframes
B2.1 Faculties plan and progress all proposals for program discontinuation so that:
• sufficient time is allowed for informed consideration of, and decision-making based on, the implications of the discontinuation including any associated transition arrangements
• decision-making is finalised by no later than six months before it is proposed that there be no new intake into the program.
B2.2 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, and decision-making on, proposals in time to:
- meet bi-annual program profile reporting dates set by the Commonwealth (six months in advance of any changes to the University’s program profile)
- meet Queensland Tertiary Admissions Centre (QTAC) publication deadlines (nine months in advance)
- meet bi-annual Higher Education Information Management System (HEIMS) dates set by the Commonwealth for publishing details of programs on University Websites (six months in advance)
- provide timely information for current students and other interested parties concerning discontinuation of the program and any applicable transition arrangements
- adjust student load forecasts, plans and budgets where needed.
B3 Program Bulletin
B3.1 Staff who wish to propose discontinuation of a program submit a brief proposal to the relevant Faculty Executive (or equivalent), together with the preliminary plan and timetable developed under B1 above, for consideration.
B3.2 Where cross-faculty or combined degree programs 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 Executives.
B3.3 If the (lead) Faculty Executive supports the proposed discontinuation, it advises the proposers to draft a Program Bulletin using the relevant template (refer to Appendix 1).
B3.4 The Program Bulletin is intended to provide the University with information on discontinuation of a program, including the following:
- title of program
- faculty or faculties offering the program
- rationale for discontinuation
- current availability of the program to international students
- proposed date/s from which there will be no new intake of domestic students and of international students (where applicable or different)
- final year and teaching period in which any student will be enrolled in the program
- proposed date for permanent cessation of offer or delivery of the program
- name of contact person for further information and to whom comments or views on the proposal should be forwarded
- closing date for submission of comments and views.
B3.5 The proposers submit an e-copy of the Program Bulletin to the relevant Dean who forwards the e-copy to the Academic Committees and Program Support Unit.
B3.6 The Academic Committees and Program Support Unit forwards the Program Bulletin to the Deputy Vice-Chancellor (DVC) for consideration.
B3.7 The DVC discusses any issues related to the proposed discontinuation with the relevant Dean.
B3.8 If the DVC decides that the Program Bulletin should be released for information, the Academic Committees and Program Support Unit is advised.
B3.9 The Academic Committees and Program Support Unit informs relevant University personnel by email of the release of the Program Bulletin.
B3.10 Copies of Program Bulletins released for information are made available through the Staff Portal.
B3.11 Summary of major steps related to Program Bulletin:
| Steps |
Action |
Responsibility |
| 1 |
Brief proposal, plan and timetable considered by Faculty Executive |
Faculty Executive |
| 2 |
Program Bulletin drafted and submitted to Dean |
Staff proposing discontinuation
|
| 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 |
B4 Consultations in response to Program Bulletin
B4.1 After the closing date for submissions in response to the Program Bulletin, the proposers advise the Faculty Executive of the substance of submissions received and, as advised by the Executive, undertake consultations concerning any issues raised.
B4.2 Subject to Faculty Executive being satisfied that there has been satisfactory resolution of any issues raised, the Program Leader is requested to draft a formal proposal for discontinuation.
B5 Proposal to Discontinue a Program
B5.1 The Program Leader documents the proposal using the Proposal to Discontinue a Program template.
B5.2 The Proposal is the case made for discontinuation of the program and it includes, but is not restricted to, the following information:
- title of program
- rationale for discontinuation
- proposed time for last intake of domestic students
- proposed time for last intake of international students (if different from time for domestic students)
- proposed time for final delivery (last enrolments)
- implications for any other University programs
- offer, enrolment and deferment data
- summary information on any associated discontinuation of courses, majors and minors in the program
- any transitional arrangements where a new program is to replace this program or students are to be offered transfer of enrolment to another program
- proposed redeployment of staff and other resources
- summary of issues and outcomes from consultations with key interested parties.
B5.3 The Program Leader checks the Proposal 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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B6 Consideration by Faculty Committees and follow-up
B6.1 The Program Leader submits the Proposal to the relevant Faculty Learning and Teaching Committee/s and relevant Faculty Academic Advisory Committee/s.
B6.2 The committees consider the documentation at their respective meetings and minutes are made of the discussion and any related recommendations.
B6.3 In considering the documentation, the committees take account of related matters within their terms of reference.
B6.4 The committees forward the relevant minutes (or extract) including any recommendations to the relevant Dean.
B6.5 The Dean advises the Program Leader to make any needed changes to proposed arrangements associated with the discontinuation and the Proposal document.
B6.6 The Program Leader undertakes any needed actions and advises the Dean when the actions are complete.
B6.7 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 Proposal |
Chairs/secretaries of FLTCs and FAACs
|
| 2 |
Consideration of committees’ views and recommendations and advice to Program Leader of needed changes |
Dean
|
| 3 |
Changes made where needed and documentation updated |
Program Leader |
| 4 |
Updated documentation submitted to relevant Dean |
Program Leader |
B7 Consideration by Dean and follow-up
B7.1 Provided that the Dean decides that the Faculty should proceed to seek Academic Board approval for the discontinuation, the Dean refers the updated documentation to other Deans in the case of a cross-faculty or combined degree program.
B7.2 The relevant Deans consider the documentation in consultation with the relevant Head/s of School, taking into account any matters of relevance.
B7.3 If the relevant Deans decide that approval for discontinuation should be sought, the Dean of the lead faculty signs the relevant section of the Proposal and also attests that all relevant faculty committees have considered the documentation.
B7.4 The Dean arranges for a final check and proofing of the documentation and a hard copy set of the Proposal together with a PDF e-copy to be submitted to the Academic Committees and Program Support Unit.
B7.5 The Dean arranges for a copy of the complete signed documentation to be recorded in the relevant program file and registered on the University’s Records Management System (RecFind).
B7.6 Summary of major steps related to Dean input and related follow-up:
| Steps |
Action |
Responsibility |
| 1 |
Dean in consultation with relevant other Deans and Heads of School considers Proposal, signifies if approval should be sought and that all faculty committees have considered the documentation |
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 |
B8 Progression of documentation to Deans Group
B8.1 The Academic Committees and Program Support Unit checks the Proposal for completeness and clarity, accuracy, and 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 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.
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 implications and issues that may be associated with discontinuation of the program.
B8.5 Deans Group advises the Academic Committees and Program Support Unit of any comments and recommendations it may have on the proposed discontinuation.
B9 Progression to Learning and Teaching Management or Research Degrees Committee
B9.1 The Academic Committees and Program Support Unit forwards the Proposal and summary sheet, including comments and recommendations from Deans Group, to the Learning and Teaching Committee (LTC) or Research Degrees Committee (RDC) as appropriate.
B9.2 LTC or RDC considers the academic implications of the program discontinuation and the academic soundness of the transition arrangements on the basis of the Proposal, and:
(a) resolves to recommend that approval be given for discontinuation of the program (and any identified courses, majors and minors). Together with any associated transitional arrangements, identifying the times at which the final intakes of domestic students and international students into the program will be made and the time from which the program will no longer be delivered or offered by the University; or
(b) resolves to recommend that the program (and any identified courses, majors and minors) 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.
B9.3 If discontinuation is recommended without any need for amendments or revisions, the Academic Committees and Program Support Unit refers the Proposal and relevant extract from the Committee’s minutes to the Academic Board for consideration.
B9.4 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 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.)
B9.5 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 Committees and Program Support Unit for consideration.
B10 Progression to Academic Board
B10.1 The Academic Committees and Program Support Unit forwards the latest version of the Proposal and associated extracts from minutes of the LTC/RDC to the Academic Board.
B10.2 Academic Board considers the Proposal in light of the academic implications of the program discontinuation and the academic soundness of the transition arrangements, and:
(a) resolves to approve discontinuation of the program (and any identified courses, majors and minors) together with any associated transition arrangements, identifying the times at which the final intakes of domestic students and international students into the program will be made and the time from which the program will no longer be delivered or offered by the University; or
(b) resolves to approve discontinuation of the program (and any identified courses, majors and minors) , subject to specific amendments being made to the Proposal to Discontinue a Program to the satisfaction of the Chairperson Academic Board; or
(c) resolves not to approve, at this time, the discontinuation of the program; or
(d) makes such other resolutions as may be appropriate.
B10.3 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 Committees and Program Support Unit, the amended documentation together with a covering statement detailing the changes made to the documentation (with page references); 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 Committees and Program Support Unit.
B11 Post-approval matters
B11.1 The staff delivering secretariat services to Academic Board provide written advice to all relevant parties of the outcome of final considerations concerning proposals for discontinuation.
B11.2 The Academic Committees and Program Support Unit provides written advice to relevant parties concerning:
(a) the need to update information concerning the program on the University’s Website, including information related to any different arrangements for domestic and international students; and
(b) the need to amend the Program Outline that is available to students and staff through a central faculty location on the Staff and Student Portals in order to include information related to discontinuation.
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Part C: Suspension of intake
Notes:
1. If the relevant program 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.
C1 Timeframes and consultations
C1.1 If a Dean intends to propose that there be a temporary suspension of intake into a program the Dean initiates the process for approval to suspend intake as soon as possible in order to, for example:
- meet bi-annual Higher Education Information Management System (HEIMS) dates set by the Commonwealth for publishing details of programs on University Websites (six months in advance)
- provide timely information to the University community, relevant authorities (e.g. Queensland Tertiary Admissions Centre [QTAC]) and the public concerning discontinuation of the program and any applicable transition arrangements
- adjust student load forecasts, plans and budgets where needed.
C1.2 The Dean undertakes preliminary consultations with interested parties.
C2 Program Bulletin
C2.1 The Dean of the relevant faculty drafts a Program Bulletin using the relevant template (refer to Appendix 1).
C2.2 The Program Bulletin – Suspend an Intake includes the following information:
- title of program
- faculty or faculties offering the program
- rationale for suspension of intake
- current availability of the program to international students
- proposed commencement and end dates for the suspension of intake
- name of contact person for further information and to whom comments or views on the proposal should be forwarded
- closing date for submission of comments and views.
C2.3 The Dean submits an e-copy of the Program Bulletin to the Academic Committees and Program Support Unit.
C2.4 The Academic Committees and Program Support Unit forwards the Program Bulletin to the Deputy Vice-Chancellor (DVC) for consideration.
C2.5 The DVC discusses any issues related to the proposed discontinuation with the relevant Dean.
C2.6 If the DVC decides that the Program Bulletin should be released for information, the Academic Committees and Program Support Unit is advised.
C2.7 The Academic Committees and Program Support Unit informs relevant University personnel by email of the release of the Program Bulletin.
C2.8 Copies of Program Bulletins released for information are made available through the Staff Portal.
C2.9 Summary of major steps related to Program Bulletin:
| Steps |
Action |
Responsibility |
| 1 |
Program Bulletin drafted |
Dean |
| 2 |
Dean submits Program Bulletin to Deputy Vice Chancellor (DVC) through Academic Committees and Program Support Unit |
Dean |
| 3 |
DVC decides whether Program Bulletin to be released |
DVC
|
| 4 |
Academic Committees and Program Support Unit advises of release of Program Bulletin |
Academic Committees and Program Support Unit |
C3 Proposal to Suspend an Intake
C3.1 After the closing date for submissions in response to the Program Bulletin, the
Dean completes a Proposal to Suspend an Intake, using the relevant template, and submits it to the Academic Committees and Program Support Unit for referral to Deans Group.
C3.2 The Proposal is the case made for suspension of intake and it includes, but is not restricted to, the following information:
- title of program
- faculty or faculties offering the program
- rationale for suspension of intake
- current availability of the program to international students
- data on offers made to international students and on deferments granted
- implications for any other programs
- proposed commencement and end dates for the suspension of intake
- summary of any issues identified in submissions in response to the program bulletin and how these have been or will be addressed.
C4 Deans Group
C4.1 Deans Group considers the Proposal and provides advice to the Deputy Vice-Chancellor concerning the Proposal.
C5 Deputy Vice-Chancellor
C5.1 The Deputy Vice-Chancellor (DVC) decides whether to approve or not approve the suspension of intake and signs, and annotates where applicable, the relevant section of the Proposal.
C5.2 The DVC forwards the signed proposal to the Academic Committees and Program Support Unit.
C6 Post-approval matters
C6.1 The Academic Committees and Program Support Unit:
(a) provides written advice to all relevant parties of the outcome and final considerations concerning proposals for suspension of intake; and
(b) registers and records the complete signed documentation in the relevant program file and University Records Management System (Recfind).
Part D: Records management
D1 The Faculty proposing discontinuation of a program is responsible for ensuring that:
(a) all versions of the Proposal to Discontinue a Program and associated documentation, up to and including the versions forwarded to the Academic Committees and Program Support Unit for submission to Deans Group, are recorded in the relevant program file and registered in RecFind;
(b) the final version of the Proposal as submitted to Academic Board, including any amendments required to be made as part of an approval for discontinuation, is recorded in the relevant file and registered in RecFind; and
(c) a copy of an appropriately annotated version of the Program Outline is made available to staff and students through the Portal.
D2 Staff providing secretariat services to the Learning and Teaching Committee or Research Degrees Committee (as appropriate)and the Academic Board are responsible for ensuring that the version of the Proposal to Discontinue a Program considered by the relevant body together with related documentation and extracts from minutes are recorded in the relevant files and registered in RecFind.
D3 The Academic Committees and Program Support Unit is responsible:
(a) in relation to proposals for discontinuation, for ensuring that records of Program Bulletins, Summary Sheets presented to Deans Group, and related post-approval matters are recorded in the relevant file and registered in RecFind; and
(b) in relation to proposals for suspension of intake, for ensuring that the Program Bulletin, Proposal for Suspension of Intake as signed and annotated by the Deputy Vice-Chancellor and all post-approval documentation is recorded in the relevant file and registered in RecFind.
Appendix 1 follows.
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Appendix 1: List of templates
Program related
Program Bulletin – Discontinuation*
Proposal to Discontinue a Program*
Program Bulletin – Suspend an Intake**
Proposal to Suspend an Intake**
* Use these templates when proposing discontinuation of a program
** Use these templates when proposing a suspension of intake into a program
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
Course
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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