Award Course Approval Policy

Supporting process and systems

The implementation of this Policy is through a Course Approval Process (detailed in Section 4 below) administered by the Governance Support Unit (GSU).

From 2005, a Course Development website administered by the GSU will be available on the UTSWeb to provide information and updates on all matters relating to award course proposals (note: this website is currently under development). Processing of new award course proposals will be via the Online Course Approval Process (OCAP) on this website. Processing of other types of course proposals requiring central approval will be handled by the GSU with advice and relevant information as well as templates available on the same website. Approvals at faculty/institute level will be processed in accordance with the respective faculty/institute procedures. When OCAP is fully developed, all types of course proposals will be processed by OCAP.

Approved course data is stored on the Curriculum and Student System (CASS) which is an integral part of OCAP. Course information for all official publications will be retrieved from CASS. Student administration, course management and performance monitoring will also be based on the same source of data. Hard copies of course proposals will be kept in course files by Records Management Office, in accordance with the requirements of the Records Management Acts.

1. Policy objectives

1.1 In accordance with Clause 14(b), Division 4, G3 of the General Rules of the University, Academic Board shall consider and decide upon recommendations relating to the introduction, review and accreditation of award programs, the introduction of which has been approved by the Vice-Chancellor or his or her nominee or designated group, with the proviso that in the case of offshore courses, all business cases must be endorsed by the Chief Financial Officer and, if outside predetermined Commercial Activities Committee guidelines, by the Commercial Activities Committee itself.

1.2 The objective for the Award Course Approval Policy is to enable Academic Board to pursue its role in approving course proposals so that stakeholders are assured that award courses at UTS are of the required quality standard and meet all specified requirements. It also provides protection for the University and its staff in the event that questions are raised about the propriety of any award, including the legal liabilities of the University.

2. Scope

2.1 The Award Course Approval Policy applies to all levels of award courses.

3. Principles for considering course approvals

3.1 Course approvals should be based on the assessment of the opportunities and risks in the following key areas:

• strategic
• resource and capability
• teaching and learning
• legal and governance
• monitor and review.

3.2 Consideration of course approvals is guided by all the legislation, Rules, policies, and principles relevant to the design, delivery, management and quality assurance of award courses. These rules, regulations and any supporting policies may change from time to time as circumstances change and directed by various authorising bodies concerned. The approval of courses must take these requirements into consideration.

4. Course approval process for specific type of course proposals

The course approval process must assist rather than hinder the ability of the University to respond in a timely way to new opportunities as these arise. For example, where a group of courses are sufficiently related to make it expeditious to accredit and review all the courses in the cluster as a single entity then this should be done. In what follows the use of the term course covers as well a cluster of related courses.

4.1 For new courses

(See summary table in Appendix 1.)

4.1.1 Stage 1: Initial Strategic Assessment

• Purpose:

  The purpose of Initial Strategic Assessment is to enable an early assessment of the viability of a proposed course before resources are put to develop the full proposal. The Initial Strategic Assessment is a brief submission concerning matters of strategic and commercial interests and resource use.

• Responsibility for submission and endorsement:
  • For each new course proposal, the Dean shall assign a Project Manager who will be the person responsible for the development of the course proposal, initiating and completing the required documentation. In developing the course proposal, the Project Manager will coordinate consultation with all stakeholders concerned.
  • The Dean/Director Institute for International Studies is the Project Sponsor of any new course proposal. In conjunction with the Project Manager, the Project Sponsor is accountable for the course proposal and implementation in terms of its development, management, resourcing, risk management and quality assurance. The Project Sponsor is also responsible for discussing the proposal with the Pro-Vice-Chancellor (International) or Chief Financial Officer and Deputy Vice-Chancellor and endorsing the Initial Strategic Assessment submission.
  • The PVC (International) and/or the Chief Financial Officer are required to advise and endorse the Initial Strategic Assessment prior to submission to the Deputy Vice-Chancellor for approval.
  • The Deputy Vice-Chancellor approves or rejects the Initial Strategic Assessment for progression to Stage 2 of the Process – Business Case. The Deputy Vice-Chancellor will specify what, if any, information will be required in addition to the standard requirements of the subsequent stages of the Award Course Approval Process.

4.1.2 Stage 2: Business Case

• Purpose:

  The purpose of this stage is to obtain further detail regarding the information required to ensure that an informed decision can be made on the soundness of the activity. The information submitted during this stage will form the basis of the discussion for a Review Meeting which will be called if necessary by the PVC (International) for offshore activities and by the Chief Financial Officer for onshore activities. It is however highly unlikely that a Review Meeting will be necessary if the proposal is for a HECS-based course located on the UTS Sydney campus.

• Responsibility for submission and endorsement:
  • The Project Manager is responsible for the continuing course proposal development. The Project Manager may be required to attend the Review Meeting following submission of the Business Case.
  • The Project Sponsor submits the Business Case and, if a Business Review Meeting is called, will attend and discuss the proposal with the PVC (International) and/or Chief Financial Officer.
  • The PVC (International) and/or the Chief Financial Officer is responsible for calling a Review Meeting with the Project Manager and Project Sponsor and for approval of the Business Case for progression to Stage 3 of the Process – Course Plan.

4.1.3 Stage 3: Course Plan

• Purpose:

  The purpose of the Course Plan Stage is to gather information for the consideration of all planning issues that may have an impact on the quality, risk management and successful delivery and management of the course.

• Responsibility for submission and endorsement:
  • The Project Manager is responsible for the continuing course proposal development.
  • The Project Sponsor is responsible for submission of the Course Plan to both the faculty/institute board and to the University Courses Planning Committee.
  • The faculty/institute board endorses the Course Plan for submission to the Courses Planning Committee. If scheduling of faculty/institute board meetings does not allow timely consideration and advice on the proposal, the faculty/institute board may authorise the Dean, as Chair of the Board, to take executive action to seek Course Plan and Accreditation Approvals. In taking such executive action, the Dean must so advise the faculty board of this action through the internal faculty/institute board communication mechanism.
  • The document endorsed by the faculty/institute must include the CASS Structure Report which precisely describes the completion rules for the course draft.
  • The Courses Planning Committee endorses the proposal and makes a recommendation to the Deputy Vice-Chancellor.
  • The Deputy Vice-Chancellor approves or rejects the Course Plan (in exercise of the delegated authority from the Vice-Chancellor) to continue to Stage 4 of the Award Course Approval Process – Course Accreditation.

4.1.4 Stage 4: Course Accreditation

• Purpose:

  The purpose of Course Accreditation is to ensure that the course meets the University's educational requirements for the appropriate level of award. The process involves close examination of the proposed course structure and contents, delivery arrangements and assessment profile to ensure that these are appropriately designed to achieve the desired educational aims and learning outcomes.

• Responsibility for submission and endorsement:
  • The Project Manager is responsible for the continuing course proposal development, including incorporating any changes imposed for Course Plan Approval and any changes to the draft CASS structure as may be been imposed for the faculty/institute board for Course Accreditation submission.
  • The Project Sponsor is responsible for submission of the Course Accreditation to both the faculty/institute board and to the Courses Accreditation Committee.
  • The faculty/institute board endorses the Course Accreditation for submission to the Courses Accreditation Committee or University Graduate School Board. If scheduling of faculty/institute board meetings does not allow timely consideration and advice on the proposal, the faculty/institute board may authorise the Dean, as Chair of the Board, to take executive action to seek Course Plan and Accreditation Approvals. In taking such executive action, the Dean must immediately advise his or her faculty/institute board of this action through the internal faculty/institute board communication mechanism.
  • The Courses Accreditation Committee endorses coursework degree programs, possibly subject to minor modification, and makes a recommendation to Academic Board.
  • The University Graduate School Board endorses research degree programs and makes a recommendation to Academic Board.
  • Academic Board approves or rejects the Course Accreditation.
  • If approved by Academic Board, the proposal may proceed to the final stage.

4.1.5 Stage 5: Course Commencement

• Purpose:

  The purpose of the Course Commencement stage is to ensure that all conditions of endorsement imposed by the Courses Accreditation Committee have been satisfied, and that the necessary legislative, administrative and resource conditions for the commencement of the course have been met before students can be admitted.

• Responsibility for submission and endorsement:
  • The Project Sponsor confirms to the Deputy Vice-Chancellor that all additional resource requirements, if any, have been discussed with the appropriate supplier (internal or with partner) and arrangements are in place to manage the requirements of this course. By this Stage, record of rectification of any executive action taken by the Dean on behalf of the faculty/institute board in submitting the Course Plan and Course Accreditation documentation must also be submitted.
  • The Governance Support Unit reports to the Deputy Vice-Chancellor when all the necessary administrative support infrastructure is in place. This includes the publication of information needed by students and prospective students to allow them to make an informed choice, the timetabling of classes, the setting of fees and any other matters critical to the delivery of the course.
  • The Deputy Vice-Chancellor approves the course to go live on CASS.

4.2 For changes to existing courses

4.2.1 With the exception of the circumstances described in 4.2.2, 4.2.3 and 4.2.4, faculty/institute boards may approve all changes to courses once a course has been accredited by Academic Board and commenced offer, in accordance with the faculty/institute board course change approval procedures. The procedures must specify and include the faculty/institute process of approval as well as any delegations and responsibilities of parties concerned. For each course change proposal, the following information (and any other as required by the faculty/institute board) must be provided for the consideration of approval:

1. Reasons for the changes
2. Details of the changes
3. Impact and risk analysis of the changes from various perspectives, including:
   • the strategic direction of the University and faculty/institute objectives
   • resourcing and capability to deliver
   • arrangements for and quality of teaching and learning
   • compliance with legal and governance requirements, e.g. ESOS Act (see ESOS Legislative Framework with the DEST website), Child Protection (Prohibited Employment) Act 1998 (NSW)
   • compliance to University policies and guidelines
   • effectiveness and practicality of administration, e.g. timetabling
   • requirements and interests of stakeholders, e.g. partner faculties and especially students
   • course monitoring process and key performance indicators
   • advice from stakeholders concerned
   • change management strategies. For example, detailing transition arrangements for students as required under Rule 2.27.6, allowing sufficient notification to students and stakeholders before implementation, redeployment of staffing resource, etc.
   • date the change is effective.

   All change proposals and evidence of approval must be provided to the Governance Support Unit before implementation for records. Should the proposed change cause any concern, the Deputy Vice-Chancellor may advise on the need for full planning and/or accreditation approval by Academic Board. The CASS management team will require validation of the above before the change can be effected on CASS for implementation. Advice may be sought from the Governance Support Unit when in doubt.

4.2.2 For the following types of course changes, the Approval Process for new course proposals described in Section 4.1 applies:

1. Courses which involve an external partner, an offshore course, or a new offshore location for an existing course;
2. Introduction of a new language version of an approved onshore LOTE course;
3. Changes to the total credit point value of a course.

4.2.3 For changes to the admission criteria and/or the funding cluster (ASCED Code) of a course, the proposal will normally be considered and approved by the Deputy Vice-Chancellor. Where circumstances so warrant, the Deputy Vice-Chancellor may advise on the need for approval by Academic Board. The proposal for changes to admission criteria and/ or the funding cluster (ASCED Code) of a course shall be submitted to the Deputy-Vice Chancellor via the Governance Support Unit.

4.2.4 For changes to Course Nomenclature, the procedures and principles described in the Nomenclature Policy for Award Courses apply (note: a recommendation on the revised Nomenclature Policy is included in the Report from the Teaching and Learning Committee for consideration by Academic Board under a separate agenda item) and the Vice-Chancellor's approval is required.

4.3 For subject approvals

4.3.1 Subject approval ensures the design, assessment and academic content of the component parts of each award. Academic Board has delegated the authority to faculty/institute boards to approve subjects, and thus changes to a subject. The one exception is the ASCED Code, as this changes the funding cluster. For new subjects, or existing subjects where a change in ASCED Code is proposed, the Academic Program Manager will have responsibility for ensuring that appropriate ASCED Codes are used. Before a requested ASCED Code is set up or changed on CASS a Faculty may be asked to justify the Code chosen and in exceptional circumstances may be asked to seek the approval of the Deputy Vice-Chancellor.

4.3.2 For subject development, changes and assessment guidelines, staff concerned should consult:

• Rule 2.31 regarding subject requirements;
• the faculty/institute manager or the Associate Dean concerned regarding the faculty/institute approval process;
• the Associate Dean or Program Director concerned regarding the principles for subject development, changes and assessment guidelines as may be directed by the faculty/institute board.

4.4 For nomenclature approval

Course nomenclature approval is governed by the Award Course Nomenclature Policy and is approved by the Vice-Chancellor, usually following Course Plan Approval.

4.5 For course performance monitoring

4.5.1 Annual course performance monitoring

Each year Planning and Quality Unit will prepare an Annual Course Performance Report for Vice Chancellor's Committee and Academic Board containing performance data on a set of key tracking measures for every UTS course against an agreed set of benchmarked indicators. This will provide a University-level mechanism for monitoring and tracking the performance of all UTS accredited courses each year irrespective of whether they are offered within or beyond Australia.

4.5.2 The Annual Course Performance Report will be used primarily to flag whether a course needs to be reviewed in more detail. Courses warranting follow-up will be subject to more detailed study by the faculty/institute concerned in order to identify precisely what aspects of course design, delivery or support require enhancement. Action to address these improvement areas will be signed off by the Deputy Vice-Chancellor in discussion with the Dean as part of the Dean/Director's Annual Performance Review. There will be specific follow-up in the next year to determine if performance on the relevant tracking measures has improved. If performance fails to meet minimum agreed performance standards over a two or three-year period, then it may be necessary to consider further action.

4.5.3 The more detailed, ongoing faculty/institute-level reports provided by the Planning and Quality Unit as part of the UTS Course Monitoring and Improvement System, the Subject Feedback Survey and the UTS Student Satisfaction Survey will continue. It is anticipated that the results of these more detailed reports will have already identified key areas for improvement and that action to address these areas will already be underway by the time of the Annual Course Report.

4.5.4 In addition, the PVC (International) will coordinate an annual report to the executive and to the Commercial Activities Committee of Council on all offshore courses involving commercial activities. This report will include:

• listing of all offshore courses
• performance against Performance Indicators and benchmarks
• analysis against the offshore portfolio goals
• an overall risk assessment of UTS offshore activities.

4.5.5 The Courses Accreditation Committee will receive and advise Academic Board on the annual reports on LOTE courses as required by Academic Board.

4.6 For course re-accreditation

4.6.1 Accreditation Period

Course accreditation will normally be given for a period of the length of the course plus 2 years, or for a period of 5 years, whichever is the greater. Where an award is presented as an integrated part of a longer award it will be accredited for the same period as the longer award. Equivalent courses are also to be reviewed and re-accredited together. If accreditation periods from external professional bodies are of a different length, faculties/institutes will be encouraged to request a period of UTS accreditation that enables them to submit for internal and external reaccreditation at the same time. The CASS report on courses due for re-accreditation the following year will ask faculties/institutes to provide a reaccreditation timeline to GSU.

4.6.2 Process for re-accreditation consideration

Early each year, Governance Support Unit will advise faculties/institute of courses which are due for re-accreditation. The Award Course Approval Process for new courses described in 4.1 applies to all re-accreditation proposals.

4.6.3 Consideration for re-accreditation

• Full review
  Unless authorised by the Deputy Vice-Chancellor (see Short Review below), the current information required for review and re-accreditation as specified in the Award Course Approval and Accreditation Procedures will continue to be required. Governance Support Unit will place the relevant template on the Course Development website.
• Short review
  The Short Review will only be used for those courses where Annual Course Performance Report data indicates course performance status as 'good' and the Deputy Vice-Chancellor has authorised in consultation with the Chair of the Courses Accreditation Committee. Information required for short reviews is as specified by Academic Board at meeting 2004/03, 26 May 2004, resolution AB/04/30.

4.7 For courses to be phased out and discontinued

4.7.1 If, in the process of annual course monitoring or re-accreditation a recommendation is made to cease offer of a course, the recommendation must be submitted for approval to Courses Planning Committee and to Academic Board via its Courses Accreditation Committee. The Governance Support Unit will provide the relevant submission pro forma on the Course Development site.

4.7.2 Approval of Academic Board for phasing out and discontinuation of a course shall be in accordance with Rule 2.27.6.1 and 2.27.6.3. When such recommendations involved courses that have an external partner, that are offered offshore, in LOTE or have international students, the endorsement of the PVC (International) is necessary before submission to Academic Board.

4.7.3 The Academic Board resolution to cease offering a course will trigger a process whereby the course is set to 'phasing out' on CASS so that no new enrolment will be allowed. Governance Support Unit will monitor the report on 'phasing out' until all remaining students have either withdrawn, transferred to another course or graduated. Confirmation will be sought from the faculty/institute concerned before notification to CASS for formal discontinuation of the course. This will be included in the Report on Discontinuation to Academic Board (see 4.8 below).

4.8 Annual Reports to Academic Board by Governance Support Unit

Governance Support Unit will produce an annual report to Academic Board and VCC setting out for that year the new courses set to active, courses nearing the end of their accreditation period and courses that on the advice of Academic Board have been set to phasing out and courses that have been discontinued.

5. Communications

5.1 This Policy should be distributed to faculties and institutes. It should be published through the University policy website and linked to the Course Development website as the policy document for the course approvals.

6. Glossary

6.1 Unless specified, the definition of terminologies used in this Policy follow those stated in the Student Rules.

7. Related information

7.1 The following are other related information on course approvals:

1. Draft Framework for Approval of Commercial Activities
2. All Rules, Policies and Guidelines relating to course design, delivery and management
3. Terms of Reference of the Commercial Activities of Council
4. Terms of Reference of the Courses Accreditation Committee
5. Terms of Reference of the University Graduate School Board
6. Terms of Reference of the Courses Planning Committee

(2) to (6) above are available from the Governance Support Unit and will be included in the Course Development website.

Appendix 1 – Award Course Approval Process

The UTS Award Course Approval Policy enables Academic Board to pursue its role under Clause 14, Division 4, G3 of the General Rules of the University to determine on the introduction, review and accreditation of individual award course. The Policy provides a guarantee to stakeholders that award courses at UTS are of the required quality standard and meet all specified requirements. It also provides protection for the University and its staff in the event that questions are raised about the propriety of any award, including the legal liabilities of the University.

The Course Approval Process is the implementation process adopted by Academic Board to facilitate the consideration of course approvals. In particular, the following Process applies to:

• new award course proposals;
• course changes for courses which involve an external partner, an offshore course, or a new offshore location for an existing course;
• introduction of a new language version of an approved onshore LOTE course;
• changes to the total credit point value of a course;
• re-accreditation of courses.

Note: Nomenclature approval is governed by the Award Course Nomenclature Approval Policy. It is processed by the Governance Support Unit following Course Plan Approval.

Related legislation/policies

General Rules of the University, G3, Division 4 – Functions and powers of Academic Board. In particular: Clause 14(a), (b), (c), (i), (k).

Rules of the University relating to students (see note below)

Rules of the University relating to students enrolled in all award courses (see note below)

Rules of the University relating to students enrolled in particular award courses (see note below)

Selected policies on Faculty Management, in particular Duties and Powers of Faculty Board.

Note: New Student Rules have been implemented in 2005.

Policy admin details

Policy level
Academic

Policy group
ACA

Review history
Replacing the Award Course Approval and Accreditation Procedures approved and amended by Academic Board:

• Meeting 00/01, 8 March 2000 (AB/00/7)
• Meeting 01/01, 14 March (AB/01/8.11)
• Meeting 03/03, 18 June 2003 (AB/03/44)
• Meeting 04/03, 26 May 2004 (AB/04/30.2, AB/04/30.3)

Version number
1.0

Effective date
1 January 2005

Approval authority
Academic Board

Resolution number
AB/04/52.2

Last administrative update on this policy: April 2005