Please refer to the University’s Glossary of Terms for policies and procedures.
1. Purpose of procedures
These procedures detail the steps that must be undertaken to approve the discontinuation of or suspension of intake into an accredited program at the University of the Sunshine Coast. 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.
2.1 Discontinuation of a program
(a) there can be no new intake of students into that program from a specified date
(b) the program can no longer 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.
2.2 Suspension of intake for a program
2.2.1 Suspension of intake is a management decision made by the Deputy Vice-Chancellor (Academic) that there will be no intake of students for a particular program in a specified period. A suspension of intake is temporary, and may or may not lead to discontinuation of a program.
3. Discontinuation of a program
3.1 Timetable for discontinuation
3.1.1 If it is proposed to discontinue a program, the faculty consults all interested parties and arranges for development of a 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 program. The timetable and preliminary plan takes account of:
(a) any associated courses or study components 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 policy and procedures
(d) 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)
(e) 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 3.1.1(b) or 3.1.1(c)
(f) any associated transition arrangements
(g) 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
(h) University timeframes for progressing proposals for discontinuation as outlined in guidelines prepared by Academic Secretariat.
3.2 Program Bulletin (Program Discontinuation)
3.2.1 If it is proposed that an accredited program is to be discontinued, a Program Bulletin (Program Discontinuation) is drafted by the Head of School using the appropriate template and submitted to the Executive Dean, who forwards it to Academic Secretariat.
3.2.2 Academic Secretariat forwards the Program Bulletin (Program Discontinuation) to the Deputy Vice-Chancellor (Academic) for consideration, who discusses any issues related to the proposed discontinuation with the relevant parties and then advises Academic Secretariat whether to release the Program Bulletin.
3.3 Proposal to Discontinue a Program
3.3.1 Incorporating any submissions received or issues raised in response to the Program Bulletin (Program Discontinuation), the Program Coordinator completes the Proposal to Discontinue a Program template. The document is forwarded, via the Head of School, to the Executive Dean for consideration.
3.3.2 If the Executive Dean decides that approval for discontinuation should be sought, they sign the relevant section of the proposal and submit the proposal to Academic Secretariat.
3.4 Approval by the Vice-Chancellor and President or delegate
3.4.1 Academic Secretariat checks the proposal for completeness and clarity and liaises with relevant parties in order for appropriate actions to be taken to address any issues and for amended documentation to be submitted where needed.
3.4.2 Academic Secretariat forwards the proposal to the Deputy Vice-Chancellor (Academic) (as delegate of the Vice-Chancellor and President) who decides whether to approve or not approve the discontinuation and signs the relevant section of the proposal.
3.4.3 Academic Secretariat informs the Executive Dean of any required actions arising from the decision.
3.4.4 The Executive Dean is responsible for advising, and liaising with, all relevant parties regarding the Deputy Vice-Chancellor (Academic)’s decision.
3.4.5 A report of all decisions approved by the Deputy Vice-Chancellor (Academic) is noted at the next meeting of the Academic Board or its standing committees.
4. Suspension of intake
4.1 Timeframes and consultations
4.1.1 If, it is proposed that there be a temporary suspension of intake into a program, the Head of School initiates the process for approval to suspend intake and consults all interested parties as soon as possible.
4.2 Program Bulletin (Program Suspension)
4.2.1 The Head of School drafts a Program Bulletin (Program Suspension) using the relevant template and submits it to the Executive Dean, who forwards it to Academic Secretariat.
4.2.2 Academic Secretariat forwards the Program Bulletin (Program Suspension) to the Deputy Vice-Chancellor (Academic) for consideration, who discusses any issues related to the proposed suspension of intake with the relevant parties and then advises Academic Secretariat whether to release the Program Bulletin (Program Suspension).
4.3 Proposal to Suspend an Intake
4.3.1 After the closing date for submissions in response to the Program Bulletin (Program Suspension), the Head of School completes a Proposal to Suspend an Intake, using the relevant template, and submits it to the Executive Dean who forwards it to Academic Secretariat. Academic Secretariat refers the proposal to the Deputy Vice-Chancellor (Academic).
4.3.2 The Deputy Vice-Chancellor (Academic) decides whether to approve or not approve the suspension of intake and signs, and signs the relevant section of the proposal.
4.3.3 Academic Secretariat provides written advice to all relevant parties of the outcome and final considerations concerning proposals for suspension of intake.
4.3.4 A report of all decisions approved by the Deputy Vice-Chancellor (Academic) is noted at the next meeting of the Academic Board or its standing committees.
Templates, flowcharts and guidelines are available on MyUSC > Teaching > Program Accreditation and Course Approval.
Flowchart: Approval Processes for the Discontinuation of a Program and Suspension of Intake
Available from MyUSC > Teaching > Program Accreditation and Course Approval > Programs > Guidelines and Flowcharts (Staff Login required)