A-Z Policy Listing

CO-CURRICULAR RECOGNITION (UOWx) POLICY

Date first approved:

5 February 2016

Date of effect:

5 February 2016

Date last amended:
(refer Version Control Table)

Date of Next Review:

February 2019

First Approved by:

University Council

Custodian title & e-mail address:

Deputy Vice-Chancellor (Academic), uowx@uow.edu.au

Author:

Manager, Co-curricular Learning & Recognition (UOWx)

Responsible Division & Unit:

Student Support & Education Analytics, UOWx

Supporting documents, procedures & forms of this policy:

Co-curricular Recognition Procedure

UOW Education Strategy 2013-2018

Privacy Policy

Relevant Legislation &

External Documents:

Fair Work Act 2009 (Commonwealth)

Audience:

Public – accessible to anyone

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

Contents

1 Purpose of Policy 4

2 Definitions 4

3 Application & Scope 6

4 The UOWx Record 6

5 The UOWx Award 6

6 Activity Eligibility 7

7 Regional / Sydney CBD Campus Arrangements 7

8 Validation of Student Involvement 8

9 Claiming for a UOWx Record and/or UOWx Award 8

10 Issue & Recognition of UOWx Record and/or UOWx Award to Students 8

11 Roles & Responsibilities 8

12 Version Control and Change History 11

Appendix 1: UOWx Activity Eligibility Framework 12

Appendix 2: UOWx Award Eligibility Framework 14

Appendix 3 – UOWx Steering Committee Terms of Reference 16

      1 Purpose of Policy

      • This Policy provides UOW students, UOW staff, UOWx Activity Coordinators and UOWx Volunteering Providers with detailed information about the operation of the University’s Co-curricular Recognition Framework: UOWx.
      • The purpose of the UOWx Co-curricular Recognition Framework is to formally recognise the contribution and development experiences students have outside of their academic coursework, which contribute to their learning, success and employability. This contribution to the university and broader community allows them to extend their skills, attributes, leadership experience and personal qualities, preparing them to contribute positively to society and their future workplaces.
      • UOWx draws together a range of existing co-curricular programs and activities, validates student’s involvement and formally recognises those non-academic achievements at the end of a student’s course. There are two ways that students can receive recognition:
      • a. UOWx Record
      • b. UOWx Award
      • Students who achieve the UOWx Award will also receive the UOWx Record.
      • The UOWx Record and UOWx Award are intended for use alongside the student’s academic transcript and resume to highlight student achievements to prospective employers or to academic entry assessors for further study.
      • Students can access the online system to record and track their co-curricular involvement via the central UOWx website: www.uow.edu.au/uowx.

      2 Definitions

Word/Term

Definition

 

Active Participation

Attend, interact and engage with the seminar presenter or facilitator and other participants through conversation, questions and attentive listening.

Recognised Activity

Each activity must have been assessed by the UOWx Steering Committee according to Appendix 3 – UOWx Activity Eligibility Framework which states that the activity must involve- training/professional development, a minimum commitment by the student, compliance with UOW policy and increasing students’ knowledge and skills according to the development areas.

Award

Within this policy context award refers to the formal recognition of completion of the UOWx Award requirements.

Co-curricular

Learning experiences students have outside of their academic coursework, which contribute to their personal and professional development.

Co-curricular Involvement

Being involved in a co-curricular activity validated by the University.

Co-curricular Recognition

Formal recognition by the University in the form of a UOWx Record or a UOWx Award.

Co-curricular Activities

An activity that a student takes on, which is separate to their academic coursework and which contributes to their learning and development.

Co-curricular Workshops/Seminars/ Conferences

An internal or external workshop, seminar or conference that develops a student’s leadership, employability and/or academic skills.

Community Volunteering

Undertaking activity for a not-for-profit organisation or school, external to the University, of the individual’s own free will, for no financial payment, to benefit society and the volunteer with an Australian organisation (for example: volunteer surf lifesaver, volunteer rural fire-fighter)

Eligible Student

A person who meets the eligibility criteria for the UOWx Award or Record.

   

Official documentation

Official documentation produced by the University for its students at the end of their course such as the enrolment record, academic transcript, testamur, co-curricular record.

Reflective Piece

A piece of work created by students, which communicates how they have developed personally and professionally through their co-curricular learning experiences.

Regional / Sydney CBD Campus

The following campuses are included under this title for the purpose of UOWx: Batemans Bay, Bega, Southern Sydney, South-West Sydney, Shoalhaven, Southern Highlands or Sydney CBD campus.

Regional / Sydney CBD Campus Student

A student who is enrolled in a course code that is assigned to either the Batemans Bay, Bega, Southern Sydney, South-West Sydney, Shoalhaven, Southern Highlands or Sydney CBD campus.

Student

A person registered for a course at the University.

UOWx Interactive Seminar

A seminar where students engage intellectually and verbally in a specific issue or topic. They may involve a presentation and then facilitated discussion.

UOWx Steering Committee

The UOWx Steering Committee is chaired by the Director, Student Support & Education Analytics and considers and makes recommendations on key issues relating to UOWx.

UOWx Award

Recognition honouring significant co-curricular involvement, contribution and learning whilst studying at UOW.

UOWx Co-curricular Recognition Framework

The Co-curricular Recognition Policy, the Co-curricular Recognition Procedure, UOWx Activity Eligibility Framework and supporting materials.

UOWx Activity Coordinators

Staff members who oversee and manage on-campus UOWx recognised co-curricular activities.

UOWx Volunteering Provider

Any external organisation or entity involved in delivering a co-curricular volunteering activity to UOW students, which is recognised as part of the UOWx Co-curricular Recognition Framework. These organisations are required to sign the Volunteering Organisation Agreement as referenced within the Co-curricular Recognition Procedure.

UOWx Activities

A set of related activities with a particular long-term aim that has been approved for inclusion under the Co-curricular Recognition Policy (e.g. AIME or Univative).

UOWx Record

A transcript-style document that lists a student’s validated co-curricular activities while studying at UOW.

UOWx Activity Eligibility Framework

This framework (set out in Appendix 3) details the requirements that a co-curricular activity must meet to be included in the UOWx Record and UOWx Award.

Wollongong Campus Student

A University of Wollongong student who is studying at either the Innovation Campus or the Wollongong Campus.

      3 Application & Scope

      • 1. This policy applies to:
        • a. UOW staff involved in the oversight and administration of UOWx activities and the UOWx Co-curricular Recognition Framework;
        • b. UOW students; and
        • c. UOWx Activity Coordinators and UOWx Volunteering Providers.
      • 2. This policy is applicable to all Australian UOW campuses.
      • 3. This policy does not apply to the UOW College or to offshore students including, UOW Dubai.
      • 4. This policy does not cover co-curricular involvement undertaken prior to January 2015.

    4 The UOWx Record

      • 1. The UOWx Record is a transcript-style document that lists a student’s co-curricular involvement whilst studying at UOW.
      • 2. The UOWx Record can list one or more Recognised Activities.
      • 3. The University will validate Recognised Activities of each student before they are listed on the student’s UOWx Record (refer to the Co-curricular Recognition Procedure).
      • 4. All Recognised Activities will be validated by the relevant UOWx Activity Coordinators using the online system. For further information on the validation process, refer to the Co-curricular Recognition Procedure.

      5 The UOWx Award

      • 1. The UOWx Award is given in honour of excellent co-curricular achievement. It is a non-academic award given to students in recognition of the exceptional commitment they have made to the University and/or broader community whilst studying at UOW. Through their involvement in co-curricular activities, they have extended their skills, attributes, leadership experience and personal qualities, preparing them to contribute positively to society and their future workplaces.
      • 2. To qualify for the UOWx Award, a student must:
            • i. Complete five UOWx Recognised Activities, (from three different learning streams);
            • ii. Attend and actively participate in five Workshops, Seminars or Conferences that contribute to developing a student’s academic, leadership or employability skills; and
            • iii. Complete a Reflective Piece.

      6 Activity Eligibility

      • 1. ‘Recognised Activities’ must be approved by the UOWx Steering Committee in accordance with the requirements of the UOWx Activity Eligibility Framework (see Appendix 3). The elements of the UOWx Activity Eligibility Framework, permitting the inclusion of an activity for co-curricular recognition are as follows:
        • a. Involvement in Training and/or Professional Development
        • b. A minimum hourly commitment by the student to the activity
        • c. Students must not receive academic credit, course recognition or professional accreditation by undertaking the activity
        • d. A student can be recognised for their participation in a paid/volunteer/compensated activity, if the paid/volunteer/compensated activity contributes to the core business of the University and/or supports the sense of community at UOW.
        • e. Activities must comply with UOW policy and the Fair Work Act 2009 requirements, where applicable.
        • f. Activities must provide development in the areas of interpersonal skills, organisational skills, impact of engagement on learning, intercultural skills, problem-solving skills and reflective thinking.
      • 2. The UOWx Steering Committee reviews and recommends updates to the UOWx Activity Eligibility Framework, with amendments approved by the delegated authority.

      7 Regional/Metro/ Campus Arrangements

      • 1. The UOWx Award requirements for Regional/Metro Campus Students allows them to include up to three Community Volunteering activities toward the required five activities.
      • 2. It is the responsibility of the University to review the volunteering activities that students engage in with Community Volunteer Organisation against the UOWx Activity Eligibility Framework (refer Appendix 3) and deem whether the activity will be eligible for inclusion under the University’s Co-Curricular Learning and Recognition Framework.
      • 3. It is the responsibility of the volunteer organisation and the student to enter into a volunteering relationship that is mutually beneficial to both parties and is managed under the volunteer organisations’ policies and procedures.
      • 4. Community Volunteering is only eligible to be recognised for Regional/Metro/S students, not Wollongong Campus students.

      8 Internal and External Workshop, Conference and Seminar Eligibility

      • 1. For a workshop, conference or seminar to be eligible for recognition with UOWx, it must develop a student’s academic, professional and leadership skills.
      • 2. Students are able to apply to have internal and external workshops, conferences and seminars listed on their UOWx Record.
      • 3. As a requirement of the UOWx Award, students must engage in a minimum of 5 internal or external workshops, conferences and/or seminars.
      • 4. The responsibility is on the student to identify, provide evidence and request to have workshops, conferences and/or seminars recognised by UOWx and provide clear linkages as to how this activity has enhance their knowledge and skills according to the development areas outlined in the Activity Eligibility Framework.

      9 Validation of Student Involvement

      • 1. Students are required to record their contribution to their UOWx activity in a form through the UOWx online system. The Co-curricular Recognition Procedure provides detailed information on the validation process and logging requirements for recognition of involvement in the various co-curricular activities on the UOWx Record and/or UOWx Award.

      10 Claiming for a UOWx Record and/or UOWx Award

      • 1. In order to attain the UOWx Record and/or UOWx Award, students are required to actively claim their co-curricular involvement through the online system. If students do not make a claim using the online system, their involvement will not be included on their UOWx Record or count towards their UOWx Award.
      • 2. The Co-curricular Recognition Procedure sets out the process and timeframes to follow when making or assessing claims for a UOWx Record and UOWx Award.
      • 3. The students’ Reflective Piece will need to be submitted as per the instructions on the UOWx website.

    11 Issue & Recognition of UOWx Record and/or UOWx Award to Students

      • 1. As of November 2016, the UOWx Award and/or UOWx Record will be issued in conjunction with the UOW Official Academic Documents to students who have:
      • a. Completed their academic course; and
      • b. Have had their co-curricular involvement recorded and validated as per this policy.
      • 2. Students issued with the UOWx Award will be recognised by:
      • a. Receiving a certificate acknowledging their achievement; and
      • b. The inclusion of approved notation on their Australian Higher Education Statement (AHEGS).
      • 3. If a UOWx Award is requested prior to conferral, this would be for special circumstances only, and at the discretion of the Deputy Vice-Chancellor (Academic) (DVCA). This would require written approval from the DVCA.
      • 4. Additional copies of the UOWx Record or UOWx Award can be purchased from Student Central. Students need to refer to the Student Charges page for information on applicable charges and apply for additional copies via the Student Forms & Documents page. 
      • 5. Students can, at any point, download a copy of their interim UOWx Record on the online system.

      12 Roles & Responsibilities

      • 1. The UOWx Steering Committee has a responsibility to:

        a. Review program applications for inclusion under the UOWx Co-curricular Recognition Framework (in the case of the Activity Eligibility Framework changing);

        b. Implement, monitor, review and recommend changes to the Co-curricular Recognition Policy; and

        c. Ensure the Committee is fulfilling its objectives, the Committee will conduct an annual assessment of its performance against its Terms of Reference and provide a report of its findings to the DVCA.

      • 2. The DVC(A) portfolio has a responsibility to:

        a. Ensure that this Policy and the accompanying Procedure are accessible to all staff and students;

        b. Ensure Activity Coordinators undertake good practice in considering UOWx recognition claims, including:

            • i. Timeliness of response;
            • ii. Fairness and equitable consideration;
            • iii. Compliance with privacy requirements; and
            • iv. Clear information on rights and responsibilities in relation to UOWx.
      • c. Provide administrative support for the implementation of this Policy;
      • d. Confirm student eligibility for the UOWx Award;
      • e. Provide advice to the UOWx Steering Committee on this Policy;
      • f. Ensure UOWx Activity Coordinators and UOWx Volunteering Providers are aware of their record keeping requirements as documented in the Co-curricular Recognition Procedure.
      • g. Ensure that the records and data pertaining to activity participation and completion for the purposes of producing activity recognition documents (UOWx Record and UOWx Award) are provided to the Student Services Division;
      • h. Assist with the resolution of any disputes about the application of the Co-curricular Recognition Framework; and
      • i. Ensure that the Roles & Responsibilities under clause 13 are understood and promoted.
      • 3. The Student Services Division has a responsibility to:
      • a. Import records and data relating to UOWx activity completions into the SMP system;
      • b. Produce and issue UOWx recognition documents (UOWx Record and UOWx Award); and
      • c. Include approved notations of the UOWx Award on the Australian Higher Education Graduate Statement.
      • 4. UOW Activity Coordinators and UOWx Volunteering Providers have a responsibility to:
      • a. Approve all student involvement in their activity accurately by the dates specified using the online Co-curricular system (or interim recording methods as instructed by UOWx Staff);
      • b. Ensure they keep accurate records relating to student involvement in their activities.
      • c. Undertake good practice when considering and responding to UOWx co-curricular recognition claims, including:
            • i. Timeliness of response;
            • ii. Fairness and equitable consideration;
            • iii. Respect for privacy and compliance with the Privacy Policy; and
            • iv. Clear information on rights and responsibilities in relation to the UOWx Co-curricular Recognition Framework.
      • d. Provide information on the UOWx Co-curricular Recognition Framework to students as part of their training or induction process.
      • e. Advise the UOWx staff of changes to their programs that might affect their activity eligibility application.
      • f. Promptly manage any student disputes or grievances specific to the UOWx activities that they oversee in relation to claims made prior to the final decision on the UOWx Record or UOWx Award being made.
      • 5. IMTS Division has a responsibility to:

        a. Support the relevant systems, which facilitate the management and maintenance of the UOWx Co-curricular Recognition Framework.

      • 6. Students have a responsibility to:
      • a. Use their initiative to apply for and get involved in co-curricular activities;
      • b. Record their involvement in Recognised Activities on a regular basis, and submit their forms as directed within the Co-curricular Recognition Procedure;
      • c. Check they have been approved for all activities they have claimed prior to their conferral; and
      • d. Act in accordance with all UOW rules, guidelines, policies and procedures while they are participating in any activity for the purpose of claiming UOWx recognition because these activities are undertaken in their capacity as a UOW student.

      13 Version Control and Change History

Version Control

Date Effective

Approved By

Amendment

1

5 February 2016

University Council

First Version

2

12 October 2017

Deputy Vice-Chancellor (Academic)

Minor amendment following a 12 month review of the Policy, including clarification of requirements for regional campus students.

3

24 March 2017

Deputy Vice-Chancellor (Academic)

Minor amendment following 18 month review of UOWx and subsequent improvements regarding operations.

Appendix 1: UOWx Activity Eligibility FrameworkImage

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              Appendix 2: UOWx Award Eligibility Framework

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              Appendix 3 – UOWx Steering Committee Terms of Reference

Student Support and Education Analytics

UOWx Steering Committee

Terms of Reference

The UOWx Steering Committee is formally constituted by the Deputy Vice-Chancellor (Academic) with particular responsibility for the integrity of UOWx, the University’s co-curricular learning and recognition program.

The UOWx Steering Committee shall:

      1. Review program applications for recognition under the UOWx Co-curricular Recognition Framework (in the case of the Activity Eligibility Framework changing)

      2. Implement, monitor, review and recommend changes to the Co-curricular Recognition Policy;

      3. Provide monitoring and feedback on the operational activities conducted under the Co-Curricular Learning and Recognition Framework; and

      4. Ensure the Committee is fulfilling its objectives, the Committee will conduct an annual assessment of its performance against its Terms of Reference and provide a report of its findings to the DVCA.

Membership

The UOWx Steering Committee shall consist of:

      • Director, Student Support & Education Analytics (ex officio) as Chair;

      • Manager, UOWx (ex officio);

      • Senior Manager, Student Life Programs (ex officio);

      • Regional Campus Representative (Regional Campus Manager), as appointed by the Director, SSEA;

      • Student Services Division Representative, as appointed by the Director, SSD;

      • Graduate Career Development & Employability Representative, as appointed by Director, GCDE;

      • Academic Staff Representative, as appointed by Director, SSEA; and

      • Undergraduate Student Representative,

Wherever possible, both genders should be represented on the Committee. The student representatives shall either be drawn from the Student Representative Forum, or nominated by Director, SSEA.

Steering Committee Members are appointed for two years.

The Steering Committee will be supported by the Executive Assistant to the Director, SSEA.

Committee members wanting to take leave of absence during their term should seek the approval of the Committee. Any short-term membership replacements will be a matter for the Chair and the Committee to determine.

Quorum

The quorum for a meeting shall be 5 of the 8 members.

Meeting Frequency

The Committee will meet a minimum of four times per year, and on more occasions if deemed necessary by the Chair. These meetings may not be evenly spaced throughout the year.

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