A-Z Policy Listing

COURSE APPROVAL GUIDELINES

Date approved

14 April 2010

Date Guidelines will take effect

On approval

Date of Next Review

April 2012

Approved by

Senior Manager, Policy and Governance
governance@uow.edu.au

Custodian title & e-mail address

Director, Academic Quality and Standards Unit
quality@uow.edu.au

Author

Course Management Coordinator

Responsible Faculty/Division & Unit

Academic Quality and Standards Unit
Deputy Vice-Chancellor (Education) Portfolio

Supporting documents, procedures & forms of these guidelines

Subject Approval Guidelines
Subject Search Guidelines

Course and Subject Approval Forms

Approval of ECAC Membership and Terms of Reference Form

References & Legislation

Standard on Courses (subject to final approval)
UOW Academic Review Policy

Curriculum Review Procedures

Curriculum Review Guidelines

Delegations of Authority Policy

Audience

Public – accessible to anyone

Expiry Date of Guidelines

Not applicable

Submit your feedback on this policy document using the Policy Feedback Facility.

Contents

1 Introduction

  • 1. The Course Approval Guidelines have been established to provide staff assistance in developing course proposals. The guidelines summarise the approval process and provide guidance for good practice. These guidelines support the UOW course approval process described in the Standard on Courses.

2 Scope/Purpose

  • 1. These guidelines apply to all award and non-award courses offered by the University or by third parties on behalf of the University. The guidelines and downloadable templates are provided to assist staff to:
        • a. develop course proposals,
        • b. obtain approval for major or minor revisions of courses, and
        • c. implement post approval activities.

3 Definitions

Word/Term

Definitions (with examples if required)

Academic year

refers to the period comprising autumn session, the following spring session and the following summer session

CAMG

Course Approval Management Group

Council

is the Council of the University of Wollongong

Courses

as under the General Course Rules; is a program of study that includes those courses leading to higher education awards and non-award courses. A course consists of a subject or combination of subjects and other requirements as specified in the course structure

Course structure

refers to the specific program of subjects which a candidate undertakes to meet the requirements of a course as specified in the 12. Award Rules and the Course Handbook for the year the course was commenced

Compulsory study period

one in which the student must enrol unless granted a deferment or suspension from enrolment or leave of absence. It does not include periods in which the student can elect to undertake additional studies.

Co-requisite Subject

co-requisite subject is a subject which must be completed satisfactorily before, taken concurrently with or attempted before the subject for which it is prescribed

Credit

credit is the number of credit points granted towards a course for work completed satisfactorily outside that course

Credit Arrangements

is credit or exemption granted to a candidate

Credit point

credit point is the value attached to a subject that indicates study load

Curriculum

includes a single course, a combination of course and major study, a suite of related courses with a common program or an element of a course

Domestic student

A domestic student is an Australia n Citizen, Australian Perm anent Resident, or New Zealand Citizen

Double degree

double degree is an approved course leading to the conferral of two degrees as separate awards upon a candidate who has complied with the Course Requirements for double degrees and the two individual Course Requirements inclusively

DVC(E)

Deputy Vice-Chancellor (Education)

DVC(O)

Deputy Vice-Chancellor (Operations)

ECAC

External Curriculum Appraisal Committee

Major Course Proposal

as defined in the Curriculum Review Procedures

Major / Major study

A major or major study in a course is an approved combination of subjects offered by one or more academic units which have a minimum value of one third of the total degree requirements.

A major or major study in a Bachelors Degree is at least 48 credit points offered by one or more academic units.

The title of the major shall appear on both the academic transcript and the testamur

Minor / Minor study

A minor or minor study in a course for a Bachelor degree, is an approved combination of subjects which have a minimum value of 24 credit points offered by one or more academic units.

The minor shall be recorded on the official academic transcript, but not the testamur

Minor Course Proposal

as defined in the Curriculum Review Procedures

Non-award

non-award refers to those candidates or courses that do not lead to a higher education award at the University

Postgraduate student

refers to candidates or courses for Graduate Certificates, Graduate Diplomas, Masters by Coursework degrees, Masters by Research degrees and Doctoral Degrees

Pre-requisite subject

pre-requisite subject is a subject which must be completed satisfactorily before the subject for which it is prescribed may be taken

Offshore candidate

offshore candidate is a candidate who is enrolled in a course at a location outside of Australia

Overseas student

An overseas student is a student who is not a domestic student. This includes but is not limited to students on temporary residence visas, bridging visas and student visas.

Program

is the combination of subjects in which a candidate is enrolled

Schedule

refers to all subjects approved for inclusion in a course leading to an award

Session

is a period in which subjects may be offered. Standard sessions are defined as Autumn and Spring. Non-standard sessions may be created in accordance with the Session Policy

Specified credit

specified credit is credit for a specific subject or subjects listed in a Schedule and is granted on the basis of satisfactory completion of a substantially corresponding subject or subjects at an approved tertiary institution

Standard load

standard load is based on one year of full-time study being equivalent to 48 credit points. Some combined programs of study, such as double degrees, may have a non-standard load

Student

a person registered for a course

Study period

a six month period of study within a course

Subject

subject is a self-contained unit of study identified by a unique code

Supervisor

A supervisor is a person approved to supervise the research work of a candidate

Undergraduate student

refers to candidates or courses for diplomas, advanced diplomas, associate degrees, Bachelor degrees, and honours Bachelor degrees

Unspecified credit

unspecified credit is credit granted on the basis of satisfactory completion, at an approved tertiary institution, of a subject or subjects not substantially corresponding to subjects listed in the appropriate Schedule

Weeks of session

weeks of session are the weeks counted from the beginning of a session and not including weeks scheduled as University recess

Weighted average mark / WAM

weighted average mark is the average of marks gained by a candidate in a program, programs or course and weighted by credit point value and by level

Year

year refers to a calendar year period of 12 months

000 level subject

is a subject at Foundation level

100 level subject

is a subject at first year level

200 level subject

is a subject at second year level

300 level subject

is a subject at third year level

400 level subject

is a subject at fourth year level

600 level subject

is a subject at graduate entry undergraduate level

800 and 900 level subjects

are subjects at postgraduate level

4 Proposal Type

  • 1. Proposal types are:
        • a. Course Proposal
        • b. Subject Proposal
        • c. A combination of both Course and Subject Proposals.

5 Course Proposal Categories

  • 1. Depending on the changes proposed to a course, the categories of course proposals are:
        • a. Major Course Proposals;
        • b. Minor Course Proposals;
        • c. Fast-Track Proposals.
  • 2. Please note that it is hard to explicitly state that the following proposals will always be considered major or minor. Issues such as resource requirements and impact on the University may require some proposals to follow the major.

6 Major Course Proposal

  • 1. A major course proposal includes significant changes to the UOW Course Portfolio, including:

Major changes to course/major study:

        • a. A NEW Course;
        • b. A NEW Major Study within an existing course;
        • c. A NEW Double Degree involving new and/or existing courses;
        • d. A major revision of an existing course;
        • e. A major revision of an existing major study within an existing course;

Discontinuation/Reinstatement:

        • f. Permanent discontinuation of a course;
        • g. Permanent discontinuation of a major study;
        • h. Reinstatement of a course previously deleted.
  • 2. The following proposals are an intermediate group that may be considered as minor course proposals at the discretion of DVC(E):
        • a. New/Changed delivery method to an existing course;
        • b. Add/change delivery location;
        • c. Change of course type;
        • d. Changes to the course outcomes/graduate qualities;
        • e. Changes to total credit points or duration of course;
        • f. Accreditation or Other Professional Recognition;
        • g. Other significant changes.

7 Minor Course Proposal

  • 1. A minor course proposal includes:

Minor Changes to Course / Major Study / Minor Study

        • a. Change of course name;
        • b. Change of major study name within a course;
        • c. Change of minor study name within a course;
        • d. A NEW Minor Study within an existing course;
        • e. A revision of an existing minor study within an existing course;
        • f. Reinstatement of major study previously deleted;

Core or Elective Subjects

        • g. Change to core subjects;
        • h. Change to elective subjects;
        • i. Update of subject codes or names following subject revisions;

Suspension

        • j. Suspension of course for one year;
        • k. Suspension of a major study within a course for one year;
        • l. Suspension of delivery mode or location;

Other

        • m. New contract offering of an existing course;
        • n. Consequential amendment to a course following another proposal;
        • o. Request for CRICOS Registration/Amendment/Suspension;
        • p. Other minor changes.

8 Course Proposals Involving Subject Proposals

  • 1. A major or minor subject revision can also constitute a major or minor course proposal where the changes made to one or more subjects has an impact at the course level.
  • 2. Approval of individual subjects and changes to subjects are processed at Faculty level through the Faculty Education Committees. However, if these subjects are part of changes to a course curriculum, then subject proposals also needs to be submitted along with course proposals.
  • 3. The following changes to subjects may constitute a course proposal where they have an impact on courses:
        • a. A new subject;
        • b. Revision of credit point value / Total credit point of the course / Course duration;
        • c. Revision of subject content;
        • d. Revision of learning outcomes of a subject;
        • e. Revision of teaching strategies and resources;
        • f. Revision of assessment methods (e.g. the introduction/removal of work experience, practical placements);
        • g. Addition or deletion of delivery location;
        • h. Change of subject name;
        • i. Change of subject code;
        • j. Changes to co/pre-requisites;
        • k. Changes to restrictions/exclusions;
        • l. Changes to assumed knowledge;
        • m. Changes to textbook/learning packages;
        • n. Changes to core and elective subjects;
        • o. Other changes that are not listed above.
  • 4. Please also refer to the Subject Proposal Guidelines for a list of changes that could involve subject proposals.

9 Fast-Track Proposals

  • 1. A Fast-Track Proposal can be either a major or minor course proposal. The criteria for fast-tracked approval of a major course proposal for a new or amended course are:
        • a. A demonstrated benefit to the University of fast-tracking the proposal without compromising:
          • i. the quality of the product, or
          • ii. the reputation of the University.
        • b. A proposal relating to customised course required for a specific client within a short time-frame.
        • c. A proposal relating to a full-fee paying course where it can be demonstrated that the Faculty has to move quickly to:
          • i. take advantage of an opening in the market, or
          • ii. maintain a place in the market.; or
        • d. Any other proposal the Vice-Chancellor determines satisfies the criteria.
  • 2. The Delegations of Authority Policy specifies that the DVC(E) has delegation to recommend fast-track major course proposals to the Vice-Chancellor. The DVC(E) may also endorse the recommendation together with the Chair of Academic Senate. The Vice-Chancellor, under Council delegation, is authorised to approve proposals meeting the above criteria. A Summary Report, prepared by the Faculty is subsequently forwarded to Academic Senate and Council.
  • 3. The Delegations of Authority Policy specifies that the DVC(E) has delegation to approve fast-track minor course proposals. However, this is not considered a good practice and generally not recommended to use this option.

10 Course Proposal Checklist (Forms)

  • 1. The course proposal checklist lists all the forms required for major and minor course proposals. The checklist is developed to assist staff to identify the most appropriate forms and provide adequate information for processing the course proposals. The checklist promotes a consultative approach. Faculties are encouraged to consult with relevant units/staff if they are unsure or need more information about the forms. The checklist is available on the course management intranet site. Please access the online checklist and forms for most current version.

The Course Concept Form

  • 2. This form is for providing a brief overview of a major course proposal. It is understood that at this stage, full details of the specific course structure may not be known. Faculties are asked to provide:
        • a. a brief description of the course and the reason for the proposal;
        • b. a summary of the broad course objectives and curriculum design;
        • c. the proposed target market for this course;
        • d. proposed fee structure;
        • e. an estimated list of new subjects (just the subject name, discipline and credit points);
        • f. whether external accreditation will be sought;
        • g. estimated resource requirements.
  • 3. The idea of the concept proposal is to provide enough information for the CAMG to determine if the course is likely to be successful at UOW and whether there are any significant resource issues that need to be assessed. The concept proposal is a starting point to further discussion and collaboration.

Notice of intent to discontinue a course or major study

  • 4. This form is for providing a brief overview of your intention to discontinue a course or major study. This is a major course proposal. Faculties are asked to provide:
    • The name of the course or major study
    • Reason for discontinuation

Course Concept Proposal Assessment by Course Approval Management Group (CAMG)

  • 5. This form is for Course Management Coordinator’s use only. After the assessment of the course concept in the CAMG the Course Management Coordinator will provide details of recommendations and resolutions of the concept including ECAC. This will be submitted to the Faculties for full proposal development.

Approval of ECAC Membership and Terms of Reference

  • 6. ECAC Membership and Terms of Reference (for proposals that require an ECAC) needs to be submitted soon after concept approval so that the ECAC can be convened prior to the final submission as the final ECAC Report and Faculty Response must be included as part of the final proposal.

Major Course Proposal Coversheet

Minor Course Proposal Coversheet

  • 7. The purpose of the coversheet is to easily display the types of changes being requested and to ensure the correct support documents are attached.

Fast-Track Proposal Form

  • 8. The fast-track proposal form can be used for either major or minor course proposals. The purpose of this form is to assist Faculties propose and implement a change as quickly and as effectively as possible. However, the Faculties will need to provide evidence the proposal meeting the Fast-Track criteria. This form and process is not generally recommended. If your proposal does not meet the above criteria please contact the Course Management Co-ordinator or the DVC(E).

Course Summary

  • 9. This form is to provide a summary of the main course information. It provides the basic information that is often required to enter the course onto our systems and register the course with DEEWR. The information about delivery method, location and sessions will also give an indication of where resources and necessary consultation may be required.

Course Entry Requirements

  • 10. This form is to provide a summary of the course entry requirements. Please consult UniAdvice and/or UAC regarding entry requirements information in this form. This form required only if there are any changes or new entry requirement proposed.

Course Financial and Market Analysis

  • 11. This form is to provide a summary of the financial and market information for the course. UniAdvice, Financial Services and Planning Services can assist with determining projected enrolments and fees based on enrolments for similar courses at UOW and current market demand. This form is required only if the fees and target market are new or changed (e.g.: New Course, New Major, Major Revision, New Double Degree, Minor Revision), for example:
        • a. Commonwealth supported places and Commonwealth Grant Scheme Funding Allocation;
        • b. Full fee paying places;
        • c. Contract places;
        • d. Financial assessment;
        • e. Target Market – who and why;
        • f. Competitor analysis – who and why;
        • g. Graduate employment outcomes;
        • h. Strategic links and partnerships;
        • i. The marketing brief;
        • j. Marketing assessment.

Course Impact and Transition Arrangements

  • 12. This form is required if your proposal has any affect on your stakeholders (faculties and currently enrolled students in particular) and if you have proposed any transition arrangements (e.g. deletion of course or major study, changes to duration, new course or major study replacing an old course or major study). Please note it is a good practice to consult with your stakeholders first to determine if there may be any impact.
  • 13. While course proposals are generally planning ahead on new enrolments, it is important to ensure that students who are currently enrolled can complete their course with minimal disruption. Courses that are replaced by another course, being discontinued or suspended must include transition programs for currently enrolled students. Planning Services can provide a list of which courses from which years still have current enrolments. For each of these courses, a transition program must be provided.
  • 14. The transition programs can be communicated to staff and students in a number of ways:
        • a. SOLSMail to currently enrolled students in affected courses;
        • b. Information on the course handbook pages for affected courses;
        • c. Course Management Intranet page;
        • d. Faculty web pages.
  • 15. Subject substitutions should be updated in the subject database and where there are large numbers of subjects affected (e.g. through changing subject code prefixes), a subject substitution list should be posted on the web.
  • 16. Often changes to a course in one faculty may impact on other faculties. Common areas of concern include:
        • a. Changes to subjects that are used by other programs;
        • b. New subjects in a discipline usually taught by another faculty;
        • c. Addition or removal of subjects from other faculties that impacts on their load;
        • d. Cross-disciplinary subjects/courses.

Student Services and Equity

  • 17. UOW aims to provide accessible education for students from a variety of backgrounds and abilities. A number of services at UOW already cater for students with special needs, however the issue of students with special needs should also be looked at during course development. A course proposal should consider whether the course is likely to attract a significant cohort of students with special needs, such as:
        • a. Non-English Speaking Background;
        • b. Vision or Hearing Impaired;
        • c. Mobility Impaired;
        • d. Indigenous Students;
        • e. Mentally Impaired;
        • f. Low Socio-Economic Background.
  • 18. It is understood that the academic integrity of a course must be maintained and that the nature of some programs may be difficult for some students. For example, a course that requires field work may be difficult for a student with mobility impairment.

Strategic Alignment and Risk Assessment

  • 19. This form is required for all major course proposals. This form assists Faculties to determine strategic alignment of their courses and identify risk assessment areas and provide solution to reduce the risks.

Course Curriculum New / Course Curriculum Amended

  • 20. The Course Curriculum New form is required if you are proposing a completely new or amended curriculum. Provide accreditation details, ECAC report, list groups consulted and attached evidence of consultation including all comments made by the group and attach additional information where required.
  • 21. The Resources Impact Statement is to gauge how the proposal will affect existing resources and what additional resources may be required.

ARD – Business Solutions and Student Central

        • a. Enrolment (through SOLS or manual);
        • b. Additional information to be centrally recorded on enrolment record;
        • c. Completion/Graduation – special requirements (e.g. letters for accreditation).

ARD – Student Systems

        • d. Additional functions required;
        • e. Non-standard sessions;
        • f. Special billing arrangements;

ARD - Timetabling

        • g. Particular timetabling requests (e.g. alignment with TAFE);

ARD - Compliance

        • h. ESOS Compliance;
        • i. CRICOS Registration;

ARD - Conferrals

        • j. Student systems;
        • k. Graduation;
        • l. Course transfers;
        • m. Course corrections;
        • n. Course progress issues;
        • o. Articulation and credit arrangements.

Facilities Management Division

  • 22. The Facilities Management Division is responsible for the University’s built environment. The Division has particular responsibility for Building Construction, Security and Parking, Maintenance and Landscaping, Cleaning and Logistical Assistance, Property and Administration, Space Management and Provision of Furniture. When developing a course proposal, consideration should be given to what physical resources are required to deliver the program. Large capital development such as a new building or extension of an existing building is likely to have at least a two year lead time required for planning so this must be factored into the course planning process.
  • 23. You may also find it useful to look at a number of resources on the web including design standards and space utilisation reports. The questions that should be considered include:
        • a. Requirements for a new building;
        • b. Requirements for modifications to existing building, such as extensions, refurbishment or alterations;
        • c. Teaching space;
        • d. Office space for new staff appointments;
        • e. Building services are required (electricity, gas, water, waste disposal, environment planning etc);
        • f. New equipment;
        • g. Equipment to be installed in an existing space (space and infrastructure may need to be modified to accommodate new equipment);
        • h. Responsibility for maintaining the equipment;
        • i. Changes to building access requirements (e.g. loading docks, lifts, ramps);
        • j. Changes to security levels required;
        • k. Specialist teaching spaces required (e.g. labs, studios, workshops, performance space). These include spaces that may be used by both staff and students outside of scheduled class time.

Academic Services Division - (CASR/LIFT/Library/Learning Development/Learning Design)

        • l. Learning technologies required;
        • m. Staff training required;
        • n. Students with special learning needs;
        • o. Additional material required;
        • p. Equity issues for specific student cohorts;
        • q. Disability services;
        • r. International students.

Faculty academic staff / Faculty general/support staff

        • s. New permanent staff appointments required;
        • t. Additional casual/contract staff required;
        • u. Workload modifications for existing staff.

UniAdvice – Admissions & Recruitment

        • v. Marketing material required;
        • w. Marketing promotion activities (fairs, expos etc..);
        • x. Special admission requirements? (e.g. interviews, application deadlines, special offer letters).

Planning Services

        • y. DEEWR Publishing and Reporting;
        • z. Students numbers;
        • aa. Commonwealth Supported Places.

Course Systems Information (Course Database, Course Finder)

  • 24. Only required if your proposal requests any new information for courses or change to the current information on system (e.g. Changes to credit points, duration, course name, majors, minors, CRICOS, new course etc.) The administration of student enrolments and the managing of student systems are centrally coordinated by the Academic Registrar’s Division. Often administrative issues can be overlooked when developing a course program that can cause hassles when the first cohorts of students arrive. Some administrative areas to consider include:
        • a. Application processing;
        • b. Offer letters;
        • c. Orientation;
        • d. Enrolment (Initial and ongoing);
        • e. Billing arrangements (e.g. contracts);
        • f. Documents (e.g. letters for professional accreditation);
        • g. Graduation.

Course Handbook Entry

  • 25. This is only required if your proposal requests any new course information or changes to the current information on handbook (e.g. changes to credit points, duration, course name, majors, minors, subjects, sessions, CRICOS, new course and other handbook fields etc.).

ESOS Compliance and CRICOS Registration

  • 26. This form is required for all course offered to international students (e.g.: New Registration, Amendment or Suspension of Registration, changes to course duration, changes to credit points, new or change to delivery method, increase in online component in the course, change of location, resource availability for the course).
  • 27. Registration - To minimise the number of courses on CRICOS, UOW courses are usually registered at a generic level, rather than for each major study available.
  • 28. Variation - If a variation of a course has a different duration, fees or name, then it must have a separate CRICOS code.
  • 29. CRICOS and Distance - We can attach a CRICOS number ONLY to specific offerings of a course. For example an on campus course instance may have a CRICOS number recorded against it, but the distance offering will not have a CRICOS number recorded.
  • 30. Full-time - Only courses that are provided as full-time courses in Australia can be registered. A full-time course is one which requires full-time study by the student. Distance education and part-time courses are not to be registered on CRICOS. It is understood that some courses can be studied as a full-time or part-time student, and it is the provider's responsibility to enrol students in Australia on student visas only as full-time students. Otherwise, these students are in breach of their visa conditions.
  • 31. Distance and Online Subjects - Only courses that have the total online or distance subjects not exceeding 25 percent of the total degree can be registered on CRICOS. It is the provider’s resp7onsibility to ensure that in any session a student is able to enrol in at least one on campus subject if they are undertaking distance or online learning subjects.
  • 32. Course Duration - The registration of a course on CRICOS must include its expected duration. The registered duration cannot exceed the time required for completing the course on the basis of the normal amount of full-time study, and must not include any period of work-based training unless this is necessary in order to obtain the course qualification.
  • 33. Arrangements with Other Providers - Where more than one provider is involved in the provision of a CRICOS-registered course, only one of them shall be registered for that course on CRICOS. The registered provider will be held responsible under the ESOS Act 2000 for breaches of the Act or National Code, whatever the nature of its contractual or other arrangements with another provider. Arrangements for the provision of courses with another provider are to be approved as part of the registration process and any changes to these arrangements, or any new arrangements, during the period of registration must also be approved.
  • 34. Joint Programs - For UOW, this includes joint courses with TAFE and UOW College. If the course has been approved by UOW as a UOW course, then UOW is responsible for CRICOS registration and compliance for that course and any students enrolled.
  • 35. Student Information and Support Services - The University also has an obligation to provide specific services and information to international students who enrol with us and these must be taken into consideration when developing a course that will be offered to international students. This is especially important for courses that are offered at campuses other than the main Wollongong campus.
  • 36. Marketing & Promotion - There are also requirements regarding the marketing and promotion of courses to international students. Faculties should consult with UniAdvice with regards to developing promotional material for courses to be offered to international students to ensure the material is ESOS compliant.
  • 37. Changing Course Location - If a course in unable to be offered at a particular location the University is obligated to provide 20 working days notice to current and potential students of the location change for a course.

Major Subject Proposal Form (for New Subject and Existing Subject Amendments)

Major Subject Proposal Form (for Subject Deletion)

Minor Subject Proposal Form

  • 38. The major revision and minor revision is likely to involve major and minor changes to subjects. Approval of individual subjects and changes to subjects are processed at Faculty level through the Faculty Education Committees. However, if these subjects are part of a change to a course curriculum, then a course proposal also needs to be submitted.

Request for Faculty Approval of Course Proposal

  • 39. This form is used by Faculties to obtain approval of course proposal from the FEC Chair and the Dean.

Course Proposal Assessment and Final Approval

  • 40. This form is used by the Course Management Coordinator (Office Use) Only. The assessed course proposal’s (major or minor) recommendations and resolutions recorded in this form. This form is used for final approval from DVC(E).

11 Course Approval Process

  • 1. The course approval process for the major, minor and fast-track course proposals are different. Process maps for Major, Minor and Fast-tracked proposals are available on the course management intranet site. Please access the online process maps for most current version. All course proposals should be processed in a timely manner to ensure adequate time for consultation and movement through the approval process.

Submission of Course Proposal Forms

  • 2. Course proposals are processed within specific timeframes. Please see the key dates for course approval process on the course management intranet site. Please access the dates online for most current version. The major and minor course proposals have different processing dates.
  • 3. All course proposals in the first instance require approval from the Faculty Education Committee and Dean.
  • 4. Course proposals are then submitted to the Course Management Coordinator by relevant due dates.
  • 5. A course concept is required for all major course proposals. If the change you are proposing is major please submit the course concept first. Course concepts can also be triggered by curriculum review recommendations. For more information please see curriculum review guidelines.
  • 6. If the change you are proposing is minor please submit Minor Course Proposal Forms.
  • 7. An electronic or hardcopy can be submitted.
  • 8. The Course Management Coordinator allocates a reference number to all course proposals received. The reference number is used for tracking the proposal. The convention for reference numbers is: YEAR / FACULTY / XX

        YEAR Year of introduction

        FAUCLTY ABBREBIATION

        ART (Arts)

        COM (Commerce)

        CRE (Creative Arts)

        EDU (Education)

        ENG (Engineering)

        GSM (Graduate School of Medicine)

        HBS (Health & Behavioural Sciences)

        INF (Informatics)

        LAW (Law)

        RES (Research)

        SCI (Science),

        SBS (Sydney Business School)

        OTH (Other proposals that go across several faculties or are owned by Central Administration)

        XX Sequential number

  • 9. For example – 2009ART01 would be the first course proposal submitted by the Faculty of Arts for introduction in 2009. This reference number is written on all course proposals received.

Proofing the Course Proposal

  • 10. The Course Management Coordinator proof reads the course proposal. If there are any queries or issues the Course Management Coordinator contacts the submitter or contact person on the proposal or the Faculty officer or the Faculty course approval contact. Issues for checking include:
    • 10.1. Category of Proposal – Major or Minor. Refer to the Course Approval Checklist for determining which category is appropriate. Generally there is more of a concern if a proposal submitted as Minor turns out to be Major as the approval pathway is much longer for Major proposals.
    • 10.2. Required forms are included. This includes subject proposal forms in the proposal involves new or amended subjects. Where an ECAC has been held, the full proposal should include the approved membership and terms of reference, ECAC report and Faculty response to the ECAC report. It is generally a good practice to provide more information.
    • 10.3. Forms are fully completed and make sense. This involves checking for sections that have been left blank, consistency between forms (i.e. each form relates to the same proposal), clarity of proposal (i.e. is it clear what the changes are?). If there are sections that are not applicable please mention that rather to leave it blank.
    • 10.4. Forms that require signatures have been signed by the appropriate person. Special attention should be paid to proposals that have cross-faculty content to ensure the other Faculty has been consulted and signed the proposal.
    • 10.5. Compliance – check for compliance of proposed changes with Government legislation (mainly HESA and ESOS) and UOW policies. Also check for potential systems compliance issues.
    • 10.6. Curriculum design – this requires practice and experience with UOW courses. Things to look for are:
        • a. alignment with other offerings within the Faculty and UOW broadly;
        • b. potential overlap with other programs (especially those from other Faculties);
        • c. consequential changes that may arise for other programs;
        • d. impact on current students/future offers etc.
    • 10.7. While the CAMG will also check proposals when they are up for comment, the Course Management Coordinator’s also helps to identify potential issues and bring them to the attention of the relevant unit or the DVC(E).

Course Approval Bulletin

  • 11. The course approval bulletin is part of the course management Intranet site. It is designed to provide information on the progress of course proposals to staff and members of CAMG. The new proposals received and allocated reference numbers are uploaded to the bulletin for comments. The bulletin is updated as the proposals progress in the approval process. All categories of proposals are available on the bulletin.

Course Concept Stage of Major Course Proposal Process

  • 12. The course concepts submitted at the initial stage as a major course proposal are uploaded to the course approval bulletin for comments to members of CAMG and staff until the day before the CAMG Meeting.
  • 13. The signed hardcopy proposal must be received prior to CAMG endorsement. If you are unable to provide the signed hardcopy proposal please contact the Course Management Coordinator.
  • 14. The course concept proposals are formally assessed at the CAMG Meeting, but occasionally online.
  • 15. The CAMG meeting minutes record the comments and recommendations. A copy of the section of the minutes relating to the course concept is provided to the submitter as feedback.
  • 16. The course concept assessment provides both comments and recommendations to the Faculty to assist in further development of the full major course proposal. It will also indicate whether an ECAC is required or waived by the DVC(E).
  • 17. Faculties should address any concerns or recommendations made by the CAMG, as well as the outcomes of an ECAC where required.
  • 18. Approval of ECAC Membership and Terms of Reference (for proposals that require an ECAC) needs to be submitted soon after concept approval so that the ECAC can be convened prior to the final submission as the final ECAC Report and Faculty Response must be included as part of the final proposal.

Full Major Course Proposal Process

  • 19. The Faculty submits the full major course proposal to the Course Management Coordinator by the due date. An electronic or hardcopy can be submitted.
  • 20. The signed hardcopy proposal must be received prior to CAMG endorsement. If you are unable to provide the signed hardcopy proposal please contact the Course Management Coordinator.
  • 21. While the Course Management Coordinator checks the full course proposals against the recommendations and comments provided in CAMG, it is also the responsibility of the Faculty to make sure the recommendations are addressed. The Course Management Coordinator also proof checks in accordance with the process listed in 11.2
  • 22. The full major course proposals are formally assessed at the CAMG Meeting, but occasionally online.
  • 23. The CAMG meeting minutes record the comments and recommendations. A copy of the section of the minutes relating to the full course proposal is provided to the submitter as feedback.
  • 24. The course proposal assessment provides both comments and recommendations. The Chair of the CAMG may ask the Faculty to do further development of the full major course proposal or endorse it without any change to the Senate.
  • 25. The full major course proposals are formally assessed at the Academic Senate. If any comments or changes, the Chair of Senate endorse that the Faculty amend the paperwork and submit to DVC(E) for final approval. If there are no further changes the Chair of Senate endorses the full proposal to DVC(E) for final approval.

Minor Course Proposal Process

  • 26. The Faculty submits the minor course proposal to the Course Management Coordinator by the due date. An electronic or hardcopy can be submitted.
  • 27. The minor course proposals are available on the course approval bulletin for comments for a period of 2 weeks.
  • 28. The comment and feedback will be collated. Where possible, any significant issues should be discussed with the proposal submitter and their Faculty with a view to resolving them so that the proposal can progress.
  • 29. The signed hardcopy proposal must be received prior to the final approval. If you are unable to provide the signed hardcopy proposal please contact the Course Management Coordinator.
  • 30. Once all issues resolved the minor course proposal is forwarded to DVC(E) for final approval.
  • 31. The Delegations of Authority Policy specifies that the DVC(E) has delegation to approve minor proposal.

Key deadlines

  • 32. The following deadlines should be taken in to consideration during the proposal approval process:;
        • a. UAC Guide – March prior to the year of introduction
        • b. DEEWR Publication deadline – usually April and December (twice a year);
        • c. DEEWR Course of Study File – July prior to the year of introduction;
        • d. Subject Database rollover – September prior to the year of introduction;
        • e. Handbook production – October prior to the year of introduction;
        • f. Undergraduate Prospectus – November prior to the year of introduction;
        • g. Postgraduate Prospectus – November prior to the year of introduction;
        • h. Course Database rollover – November prior to the year of introduction;
        • i. Discovery Days – December prior to the year of introduction.

12 Post Approval Activities

  • 1. In most cases where a major course proposal is involved, there may be significant activities after the approval process. The post approval activities could involve establishing new course information or amendments to existing courses: CRICOS and Compliance, Course Database, Course Finder, Student Systems, Subject Database, Online and Printed Handbooks, Session Management, Fees administration etc. For some of the activities appropriate forms are required along with the course approval forms to enable the relevant unit to do the necessary changes.

CRICOS and Compliance

  • 2. The Compliance Officers within the Conferrals and Compliance Team (ARD) maintains the UOW courses on CRICOS.
  • 3. The Admissions Officer within UniAdvice maintains the eCOEs.
  • 4. The Conferrals Officers within the Conferrals and Compliance Team (ARD) maintains the student systems.
  • 5. Faculties will be required to work closely with the Course Management Coordinator, the Compliance Officer and the Admissions Officer where a course proposal requests registration, suspension or amendment to CRICOS registration.
  • 6. Transition arrangements will be looked at closely during this stage.

Course Database and Course Finder

  • 7. The Course Management Coordinator within the Policy and Governance Unit maintains the courses in the UOW course database.
  • 8. The Information Services Coordinator within UniAdvice maintains the course information in the Course Finder.
  • 9. Faculties will be required to work closely with the Course Management Coordinator and Information Services Coordinator to update information on the course database and Course Finder.

Subject Database

  • 10. The subject database is maintained at the Faculty level.
  • 11. Any changes, additions or deletions resulting from subject approvals or course approvals must be updated on the subject database by the authorised person at the Faculty level before the handbook pages for the following year are due. Please check handbook production key dates on the course management intranet site.
  • 12. Access is provided to a designated staff in the Faculty to the subject approval section of the course management intranet site. This designated staff should enter all outcomes of changes, additions or deletions to subjects from the subject approvals only. This section provides details of Faculty Education Committee’s approval and a copy of the subject proposal forms. A copy of the handbook entry form should also be attached to provide information on changes to the handbook.
  • 13. This bulletin will assist staff in all Faculties when updating the handbooks. This bulletin can also be used during subject audits. Please refer to Subject Approval Guidelines Section 10.1 and Annual Audit of Subjects Proposals Procedure.

Online and Printed Handbooks

  • 14. Faculties are required to submit handbook entry form along with the course proposal forms if the proposal has changes to the handbook.
  • 15. The course management coordinator will consolidate the subject and course information for handbooks. This handbook entry form will be uploaded on to the handbook section of the course management intranet site after approval.
  • 16. This information will assist all staff in the workflow to verify the information on handbook before approving.

Session Management

  • 17. A request for new sessions or change in sessions is made to Specialist Student Systems (ARD).
  • 18. Once sessions are created they are entered in the course system by the Course Management Coordinator.

Fees Administration

  • 19. Fees information and administration is maintained by Management Accounting and Systems Manager within the Financial Services Division and Managers, Assistant Managers and Admissions Officer within UniAdvice.
  • 20. Once the fees is confirmed and approved through course approval process the Admissions Officer will enter the fees in the course system.

Marketing and Promotional Materials

  • 21. All approved information can now be printed on the marketing and promotional materials (prospectus).
  • 22. If the marketing materials are already printed the approval information must be communicated to UniAdvice including fees, course information and articulation or other transition arrangements.
  • 23. Faculties will be required to work closely with the Course Management Coordinator and UniAdvice staff to update information on the marketing materials.

13 Roles & Responsibilities

    Unit

    Position

    Name

    ARD, Policy and Governance Unit

    Course Management Coordinator

    Ms Viji Venkat

    ARD, Compliance Unit

    Compliance Officers

    esos_enquiries@uow.edu.au

    ARD, Conferrals Unit

    Conferrals & Compliance Liaison Officer

    Ms Sandra Ragnoli (UG/PG – Education, PG - Arts, PG – Commerce)

    Ms Nerys Webb (UG/PG – HBS, PG – Engineering)

    Ms Liz Davidson (UG – Arts, UG – Commerce, UG – Law)

    Ms Sally Towse (UG/PG – Science, UG/PG – Creative Arts, PG – Law, GSM)

    Ms Elaine Thompson (PG – SBS, UG/PG – Informatics, UG – Engineering)

    ITC - Illawarra Technology Corporation, UniAdvice

    Manager, International Student Recruitment

    Mr Peter Day

    ITC - Illawarra Technology Corporation, UniAdvice

    Assistant Manager International Recruitment

    Mr Stephen Lowe

    ITC - Illawarra Technology Corporation, UniAdvice

    National Marketing Manager

    Ms Emily Christofides

    ITC - Illawarra Technology Corporation, UniAdvice

    Assistant National Marketing Manager

    Ms Janet Holen

    ITC - Illawarra Technology Corporation, UniAdvice

    Admissions Systems Officer

    Mr Rupert Leung

    Financial Services

    Management Accounting and Systems Manager

    Mr Fred Reich

    ARD, Student Systems

    Specialist Student Systems

    Ms Theresa Bourke

14 Version Control Table

    Version Control

    Date Effective

    Approved By

    Amendment

    1

    14 April 2010

    Senior Manager Policy and Governance

    First Version

    2

    21 March 2011

    Senior Manager Policy and Governance

    Roles and Responsibilities updated to reflect staff changes.

    3

    22 June 2011

    Vice-Principal (Administration)

    Updated to reflect change of name from Wollongong College Australia to UOW College.

    4

    16 January 2012

    Vice-Principal (Administration)

    Updated to reflect divisional name change from Buildings and Grounds to Facilities Management Division

    5

    30 Nov 2012

    Vice-Principal (Administration)

    Updated to reflect title change from DVC(A) to DVC(E).

Last reviewed: 11 July, 2014

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