1. Purpose
1.1 These procedures inform the business processes for accreditation and approval of curriculum and detail the University’s approach for accreditation and approval of a:
(a) new program (including new and changes to courses, study components and integrated credit bearing microcredentials);
(b) program change (including new, changes to, and the discontinuation of courses, study components and integrated credit bearing microcredentials);
(c) program discontinuation; and
(d) program suspension.
1.2 These procedures must be read in conjunction with the linked Coursework Curriculum – Academic Policy and Coursework Curriculum - Procedures.
2. Scope and application
2.1 These procedures apply to all University staff when dealing with approval and amendment of coursework accreditation and curriculum items.
2.2 These procedures do not apply to higher degrees by research approvals and amendments.
3. Definitions
3.1 Refer to the University’s Glossary of Terms for policies and procedures.
Course is a discrete element of a program, normally undertaken over a single teaching session, in which the student enrols, and on completion of which the student is awarded a grade.
Integrated credit bearing microcredentials stack to equate to a specified award course in a program.
Non-award enabling program is offered by the University for which no Higher Education Award is conferred upon successful completion and is a non-AQF qualification (Refer Schedule 1—Dictionary, Higher Education Support Act, 2003).
Non-award bridging course is non-award and not recognised as providing credit towards a Higher Education Award.
Program is a set of coherently scoped, sequenced and structured studies or courses undertaken by the student in order to meet the requirements for award of a qualification, including a program of study with a major research component.
Transition plan is an arrangement that allows students to move without disadvantage to the new structure of their current program in a program change, or transfer to an alternative program in a program discontinuation.
Teach-out plan is an arrangement that provides a reasonable opportunity for students to complete a discontinued program without disadvantage.
CIR is the University’s Curriculum Information Repository
3.2 Within these procedures, the use of the term “programs” refers to both “programs and non-award enabling programs” and the use of the term “courses” refers to both “courses and non-award bridging courses”.
4. Approval timeline, authorities and documents
4.1 Timelines
4.1.1 Curriculum approval submission timelines align with cyclical curriculum monitoring, evaluation and improvement activities. These inform evidence-based continuous improvement of the University’s programs and courses.
4.1.2 All curriculum approval submissions must have been appropriately consulted, and consideration given to the merit and academic integrity, resource planning and other implications.
4.1.3 The following approval deadlines apply:
Program action | Approval By |
New program | 30 November, two academic years prior to implementation. |
Program & course change (Program Schedule) | 30 November, two academic years prior to implementation. |
Program & course change (Assessment) | 8 weeks prior to commencement of delivery study period |
Program amendment (Critical changes) | 31 July, for delivery the following academic year |
Suspension of an existing program | 30 November, two academic years prior to implementation. |
Discontinuation of an existing program |
4.2 Expedited pathway
4.2.1 Approval to expedite the accreditation/approval of a program can be given by the Deputy Vice-Chancellor (Academic).
4.2.2 An expedited option allows for the Executive Committee of Academic Board or the Chairperson of the Education Committee (EC), to act on behalf of the relevant committee in considering a proposal for program accreditation or program change. The Chairperson can consult with members of the committee before making a decision on an expedited proposal.
4.2.3 An application to expedite is made by the Dean to the Deputy Vice-Chancellor (Academic). The written request outlines:
(a) the reasons for requesting expedition;
(b) the consultation process undertaken;
(c) the consequences of the expedited process including impacts on students and organisational units; and
(d) the anticipated accreditation/approval date.
4.2.4 The Chairperson of the relevant committee reports to the ensuing meeting of the committee on any actions taken on the committee’s behalf.
4.3 Approval authorities
4.3.1 The approvers of programs, study components and courses vary according to the type of change being made in accordance with Appendix 007: Curriculum Approval Guide.
4.3.2 When a program submission progresses to the final approver, courses and study components receive conditional approval subject to final approval of the program proposal.
4.4 Documentation
4.4.1 Current document templates required for the curriculum processes in these Procedures, together with step-by-step instructions for each process, are provided on the Curriculum Management page (login required).
5. New program accreditation
5.1 Initiation of the approval process is through the submission of a Concept brief and Business case for endorsement and approval by the Enrolment Planning Advisory Committee. Further guidance is available on the Design a new program page (login required).
5.2 Program design is undertaken by a program development team in consultation with stakeholders and the external accrediting body when appropriate.
5.3 Approval to market a proposed program subject to final approval
5.3.1 Following consultation with the Director, Marketing and Communications, the Dean can make a case to the Deputy Vice-Chancellor (Academic) to market a proposed new program prior to it being accredited by the University.
5.4 New program endorsement and accreditation
5.4.1 Figure 01: New Program Endorsement and Accreditation, provides and overview of the process required for the establishment of a new program.
6. Program change
6.1 A program change includes:
(a) creating, changing or discontinuing a course owned by the program;
(b) creating, changing or discontinuing integrated credit bearing microcredential owned by the program;
(c) creating, changing or discontinuing a study component owned by the program;
6.2 Discontinuation of a study component can require approval from the Commonwealth Government according to the funding agreement.
6.3 Restrictions on program change
6.3.1 A program can only be changed once in a 3-year period unless:
(a) The Dean requests approval from the Chairperson, Education Committee for a program change in response to:
(i) professional accreditation;
(ii) curriculum evaluations and University program reviews;
(iii) demand for a new topical study component; or
(iv) changes in other programs.
(b) The Deputy Vice-Chancellor (Academic) requests changes to the University’s curriculum.
6.4 Types of program change
6.4.1 Program and course change (program schedule).
6.4.1.1 This process applies to a School’s planned program changes approved by the School Board and listed on the School’s Program schedule. Changes can be made to the program, study component, course and integrated credit bearing microcredential data in CIR.
6.4.2 Program and course change (assessment)
6.4.2.1 This process allows changes to assessment, other than to centrally scheduled exams, and to some limited data and mapping. The process is available twice a year and allows changes to course data in CIR.
6.4.3 Program amendment (critical changes)
6.4.3.1 This process applies only when critical errors and oversights impacting student progression, and critical data corrections have been identified. To address these critical issues, changes can be made to the program, study component, course or integrated credit bearing microcredential data in CIR.
6.4.3.2 Critical changes are identified as changes:
(a) requested by Timetabling to address when and how the course is offered, including delivery modes/component scheduling;
(b) evidenced as impacting student progression to address offerings, locations or new, missing and removal of requisites;
(c) required by Mandatory External Accrediting Bodies to maintain accreditation and includes changes to course learning outcomes, content, placement hours;
(d) critical business or regulatory requirement identified by the DVCA; and
(e) addition or removal of a centrally scheduled exam.
6.5 Program change endorsement and approval
6.5.1 Program and course change (program schedule).
6.5.1.1 Details of endorsement and approval for the program and course change (program schedule) process, are provided in the Approval flowcharts (login required).
6.5.1.2 The final approvers for the changes permitted in this process, are detailed in Appendix 008: Program and Course Change Approver Guide.
6.5.2 Program and course change (assessment).
6.5.2.1 Details of endorsement and approval for the Program and course change (assessment) process, are provided in the Approval flowcharts (login required).
6.5.2.2 The final approvers for the changes permitted in this process, are detailed in Appendix 008: Program and Course Change Approver Guide.
6.5.3 Program amendment (critical changes).
6.5.3.1 Details of endorsement and approval for the Program amendment (critical changes) process, are provided in the Approval flowcharts (login required).
6.5.3.2 Critical changes are identified as changes:
(a) requested by Timetabling to address when and how the course is offered, including delivery modes/component scheduling;
(b) evidenced as impacting student progression to address offerings, locations or new, missing and removal of requisites;
(c) required by Mandatory External Accrediting Bodies to maintain accreditation and includes changes to course learning outcomes, content, placement hours;
(d) critical business or regulatory requirement identified by the DVCA; and
(e) addition or removal of a centrally scheduled exam.
6.5.3.2 The final approver for all changes permitted in this process is the Chair, Education Committee.
7. Program suspension
7.1 Suspension of a program results in no intake of students to the program for a specified period. A suspension of intake is temporary and can lead to the discontinuation of the program.
7.2 Suspension of intake approval
7.2.1 Figure 02: Program suspension, provides and overview of the process required for the suspension of intake.
7.2.2 Initiation of the approval process is through the submission of a concept brief and when required, a business case for endorsement by the Enrolment Planning and Advisory Committee. The Deputy Vice Chancellor (Academic) approves requests for suspension of intake.
7.2.3 Further guidance on this process is available on the Discontinue and suspend curriculum page (login required).
8. Program discontinuation
8.1 Discontinuation of a program results in:
(a) no new intake of students into that program from a specified date;
(b) no further advertising or marketing; and
(c) the program being removed from the suite of programs available to students.
8.2 The program discontinuation approval process does not apply to a program being renamed as a program change approved by Education Committee.
8.3 Prior to commencing the discontinuation process, the School consults with Reporting and Analytics for advice on whether Commonwealth approval for the discontinuation is required, according to the Commonwealth funding agreement.
8.4 Program discontinuation approval
8.4.1 Figure 03: Program discontinuation, provides and overview of the process required for the discontinuation of a program.
8.4.2 Initiation of the approval process is through the submission of a concept brief and if required, a business case for endorsement by the Enrolment Planning and Advisory Committee. The Deputy Vice Chancellor (Academic) approves requests for program discontinuation.
8.4.3 Further guidance is available on the Discontinue and suspend curriculum page (login required).
8.5 Teach out and transfer options
8.5.1 The School must offer students one of the following:
(a) teach-out of the program;
(b) transfer option to a new or similar program; or
(c) a combination of teach-out or transfer for different student cohorts based on completed courses.
8.5.2 All impacted students must be notified in writing within 15 business days of the approval to discontinue a program and given reasonable time to consider their options. This includes those on deferment, leave of absence and academic exclusion. Refer to the Admissions – Procedures and the Enrolments and Graduation – Procedures for the University’s obligations.
8.5.3 Teach-out
8.5.3.1 A teach-out requires the development of a teach-out plan and recommended study sequence for each relevant student entry cohort as detailed in the Discontinue or suspend a program instructions page (login required).
8.5.3.2 When the discipline is being discontinued with no option to transfer to a replacement program, the required length of the teach-out for all students is determined by doubling the duration of full-time study remaining for the students who commenced in the final intake.
Example for a 3 year degree:
Final intake is Semester 1, with discontinuation proposed for Semester 2 of the same year. In Semester 2, students in final intake cohort have 2 ½ years of study remaining, which is doubled = 5 year teach-out period.
8.5.3.3 When the University is offering a transfer option to a replacement program, the teach-out period is fixed at 2 years.
8.5.3.4 The teach-out plan must be continually available to students and reviewed annually by the School.
8.5.3.5 The length of the teach-out is not extended for individual students who seek leave of absence during the teach-out period.
8.5.3.6 Students who do not complete the program requirements within the teach-out period are managed on a case-by-case basis. When the University cannot provide suitable options for completion at the end of the teach-out period, cross-institutional study is required.
8.5.3.7 Schools can be required to bear the cost of maintaining professional accreditation for both the discontinued program and any replacement program during the teach-out period.
8.5.4 Transfer
8.5.4.1 A transfer option requires the development of a transition plan and recommended study sequence for each transferred entry cohort. Refer to the Discontinue or suspend a program instructions page (login required).
8.5.4.2 Credit transfer from the discontinued program to the replacement program must be clearly shown in the transition plan, identifying the courses in the replacement program being replaced by credited courses from the discontinued program.
8.5.4.3 A student offered a transfer has the option not to accept that transfer. When a student wishes to remain in their original program, they are required to indicate this in writing by the date provided in the offer to transfer.
8.5.4.4 A teach-out plan with a 2 year teach-out period must also be developed for students who wish to remain in the original program.
8.5.4.5 The impact of any transfer arrangements on international students must be determined in consultation with the International Office.
9. Program, study component and course design and quality assurance
9.1 A program, study component or course is designed in accordance with:
(a) the policy documents and strategic directions of the University;
(b) any standards for external recognition, registration for potential graduates or accreditation of the proposed program;
(c) the requirements for the qualification level as identified in the Australian Qualifications Framework (AQF), National Microcredentials Framework and associated guidelines; and
(d) the quality standards as set out in the Higher Education Standards Framework, regulated by the Tertiary Education Quality and Standards Agency (TEQSA).
9.2 The program, study component or course aligns with the University’s values, relevant policy documents and best practice of design and learning and teaching.
9.3 Curriculum design and quality assurance is guided by the Coursework Curriculum – Procedures and the Assessment: Courses and Coursework Program – Procedures. Further resources and process guidance is provided in the Curriculum management and Curriculum delivery pages (login required).
9.4 Double and jointly conferred degree design
9.4.1 A new double degree using existing programs must ensure that the learning outcomes and requirements for each of the component awards are met.
9.4.2 When redesigning a component in a double degree, the learning outcomes and requirements for each of the component awards must be met in the revised structure. The School undertaking the change must consult with the other School involved in the double degree to ensure these requirements are met.
10. Post curriculum approval
10.1 Implementation
Step1: All relevant stakeholders are made aware of the approval.
Step 2: All required actions for implementation are undertaken by the relevant administrative units.
10.2 Records management
Step 1: The approved documentation is filed in the relevant program file and registered in the University’s records management system.
10.3 Reporting
Step 1: An annual summary report of all new programs accredited in a calendar year is submitted to the first meeting of Council the following year.
Step 2: An annual summary report of all program changes approved by the Education Committee in a calendar year is submitted to the first meeting of Academic Board the following year.
Step 3: A report of all program changes, suspensions and discontinuations, and study component discontinuations approved by the Deputy Vice-Chancellor (Academic), is noted at the next scheduled meeting of the Education Committee.
11. Authorities and responsibilities
11.1 As the Approval Authority, Deputy Vice-Chancellor (Academic) approves these procedures to operationalise the Coursework Curriculum - Academic Policy.
11.2 As the Responsible Executive Member the Deputy Vice-Chancellor (Academic) can approve guidelines to further support the operationalisation of these procedures. All procedures and guidelines must be compatible with the provisions of the policy they operationalise.
11.3 As the Designated Officer the Pro Vice-Chancellor (Education) can approve associated documents to support the application of these procedures.
11.4 These procedures operate from the last amended date, with all previous iterations of procedures on program accreditation and course approval are replaced and no longer operating from this date.
11.5 All records relating to program accreditation and course approval must be stored and managed in accordance with the Records Management - Procedures.
11.6 These procedures must be maintained in accordance with the University Policy Documents – Procedures and reviewed on a shortened 12-month policy review cycle.
11.7 Any exception to these procedures to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to any deviation from these procedures.
11.8 Refer to Schedule C of the Delegations Manual in relation to the approved delegations detailed within these procedures.
11.9 The below table provides a summary of the roles and responsibilities detailed within these procedures.
University Role/Committee | Activity |
Academic Board | Approve specified curriculum submissions. Publish approval outcomes as required in Section 11.1 of these Procedures. |
Education Committee | Approve or endorse specified curriculum submissions. Publish approval outcomes as required in Section 11.1 of these Procedures. |
Enrolment Planning and Advisory Committee | Endorse concept briefs and business cases. Publish approval outcomes as required in Section 11.1 of these Procedures. |
School Board | Provides advice to the School Dean on curriculum submissions Approves specified curriculum submissions |
School Education Committee | Provide advice on curriculum submissions |
Deputy Vice-Chancellor (Academic) | Approve specified curriculum submissions. Approve the submission of specified curriculum submissions to the Education Committee. |
School Dean | Assure the quality of all curriculum proposals submitted by the School through accreditation processes. Provide advice and feedback to academic staff on the design and merit of curriculum submissions. Approve or endorse specified accreditation submissions. |
Associate Dean, Learning and Teaching | Provide advice and feedback to academic staff on the design and quality of accreditation submissions. Approved specified curriculum submissions. |
Discipline Lead | Contribute to effective curriculum design and review, including through regular engagement with employers, industry and the professions. |
Program Coordinator | Prepare program accreditation submissions in consultation with relevant internal and external stakeholders to meet the required deadlines. Liaise with Course Coordinators to review the design, development, delivery and evaluation of the courses that constitute the program. Lead Course Coordinators in the programmatic approach to assessment design and review. Communicate with the relevant Discipline Lead, School Dean and Associate Dean, Learning and Teaching about the program design and continuous improvement. |
Course Coordinator | Liaise with Program Coordinator and Course Coordinators in the programmatic approach to assessment design and review. Maintain and continually improve the course and course materials. Regularly review Course Learning Outcomes to ensure constructive alignment to Program Learning Outcomes, Graduate Qualities, and where applicable, professional competencies and external regulatory and accrediting bodies. Prepare and submit course accreditation changes within the required timelines. |
Academic Support Unit, Accreditation and Curriculum | Support Schools with program accreditation and course approval processes and documentation. Provide advice to School staff on accreditation activities including compliance, timelines, processes, and systems. Add approved documentation to the Records Management system as required under Section 10 of these Procedures. |
Centre for Support and Advancement of Learning and Teaching | Provide support and advice for the annual program and course quality assurance processes. Provide support and advice for curriculum design, delivery and program and course quality assurance processes. |
Curriculum Support Unit | Provide support and advice for the CIR and facilitate the program accreditation and course approval process. |
Governance and Risk Management | Prepare and submit the annual summary reports for Council and Academic Board, as outlined in section 10.3 of these Procedures. |
12. Appendices and supporting documents
Appendix 007: Curriculum Approval Guide
Appendix 008: Program and Course Change Approver Guide
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