1. Purpose of procedures
1.1 The following procedures identify the processes to be followed in developing, approving, recording and submitting documentation of material change notifications from the University to the Tertiary Education Quality and Standards Agency (TEQSA) pursuant to the Tertiary Education Quality and Standards (TEQSA) Act 2011 (Cth).
2. Scope and application
2.1 These procedures apply to all members of the University community.
Please refer to the University’s Glossary of Terms for policies and procedures. Terms and definitions identified below are specific to this policy and are critical to its effectiveness:
A material change is defined by TEQSA as “incidents or events that may significantly affect a provider’s ability to comply with the Higher Education Standards Framework (Threshold Standards) 2021 or that require changes to the National Register”. Examples are found in Appendix A of these procedures.
A material change notification is a submission to TEQSA to advise a material change.
4.1 The University must notify TEQSA of any events that happen, or are likely to happen, that will either significantly affect the University’s ability to meet the Higher Education Standards Framework or require updating of the University’s entry on the National Register of Higher Education Providers.
4.2 The Vice-Chancellor and President has responsibility for approving the content of any material change notification.
4.3 The notification must be given no later than 14 calendar days after the day that the University would reasonably be expected to have become aware of the change/event.
5. Material Changes related to the National Register of Higher Education Providers and the Higher Education Standards Framework
5.1 The Quality Office in the Office of the Deputy Vice-Chancellor (Academic) has responsibility for ensuring information about the University is recorded in the National Register of Higher Education Providers is correct, and action any material change notifications pertaining to that information.
5.2 Members of the University community who identify possible material changes related to the University’s ability to meet the Higher Education Standards Framework and that may need to be notified to TEQSA, should advise the Quality Office by email of those matters in the first instance.
5.3 The Quality Office will investigate and determine if there is a need for a material change notification to be made to TEQSA.
5.4 Where a material change notification to TEQSA is required, the Quality Office will draft documentation according to TEQSA requirements and return to the originating area for endorsement before providing the notification to the Vice-Chancellor and President for approval and submission to TEQSA.
5.5 The Vice-Chancellor and President will inform the Council of any material change notifications submitted to TEQSA.
5.6 A copy of any notification of material change submitted to TEQSA will be recorded in the University’s corporate records management system by the Quality Office. Any subsequent documentation from or to TEQSA related to the notification will be forwarded to the Quality Office for recording.
6.1 The following authorities/responsibilities are delegated under these procedures:
Email the Quality Office of any suspected material change.
All members of the University community
Review and investigate a suspected material change and determine whether a material change notification is required.
Review and approve the content within a material change notification.
Vice-Chancellor and President
Ensure information about the University is recorded in the National Register of Higher Education Providers is correct, and action any material change notifications pertaining to that information.
Advise Council of material change notifications.
Vice-Chancellor and President
The table below provides an indicative (not an exhaustive) list of the types of events that should and shouldn’t be reported to TEQSA. This table can be found, together with further guidance at: https://www.teqsa.gov.au/material-changes.
Event or change
Notification is required
Notification is not required
A major shareholder enters into administration.
A provider institutes a change to an accounting period for financial reporting.
A provider is advised of an unscheduled compliance audit by another regulator.
A provider becomes aware that a public interest disclosure has occurred.
There are changes to the membership of a governing body in a provider not established or recognised by Acts of Parliament.
The terms of reference for the Academic Board are updated.
A contract cheating incident involving multiple students is discovered.
A single case of contract cheating is identified.
Safety and wellbeing
An investigation into a sexual assault on campus identifies failures in policies and processes designed to protect students.
A student is injured on campus. The incident is managed by staff following the provider’s relevant policies and procedures.
Third party arrangements
A provider becomes aware of serious mismanagement by a third-party provider.
Delivery arrangements with a third party previously approved by TEQSA are extended.
A provider fails to obtain professional accreditation for a course of study.
Major changes to a course have been made, including changes to the requirements for completing a course.
A phishing attack disrupts a provider’s IT systems and key services.
Personal information relating to one student is disclosed without authorisation and corrective action is implemented immediately.