ANNUAL AUDIT OF NEW SUBJECT PROPOSALS PROCEDURES


Date approved	June 2007	Date Procedure will take effect	June 2007	Date of Next Review	June 2009
Approved by	Senior Manager, Policy and Governance
Custodian title & e-mail address	Senior Manager, Policy and Governance governance@uow.edu.au
Author	Policy Analyst, Policy and Governance Unit
Responsible Faculty/ Division & Unit	Policy and Governance Unit, Academic Registrar’s Division
Supporting documents, procedures & forms of this procedure	Subject Approval Guidelines Subject Approval Forms
References & Legislation	Code of Practice Teaching and Assessment
Audience	Public – accessible to anyone
Expiry Date of Procedure	Not applicable

Contents

1 Introduction / Background

1. This procedure outlines the process for the annual audit of new subject proposals.

1. The Annual Audit of Subject Outlines is to ensure compliance with the Code of Practice - Teaching and Assessment and guidelines in the Subject Approval Kit. Ten percent of new subjects are selected at random from Faculties’ annual listing of new subject proposals. The Audit team reviews the selected subjected proposals for satisfactory response to the information requested in the form.

Not Available.

1. Email Faculty Officers to request summary listing of new subject proposals with deadline of first week in October
2. Check with Dean of Students subcommittee membership. Where new subcommittee members are requested, send a request of attendance along with a copy of requirements and procedure

3. Summary listing of subject proposals received
4. Compile worksheet & folder (see previous year and amend or update any necessary)
5. Randomise subject proposals for audit: done by Policy and Governance Unit:
6. Work out 10% of subjects where:

7. Count no. of subjects per faculty in each level, select subjects to ensure an even spread across schools, units & levels
8. Request from faculties the copies of subject proposals that have been selected for Audit.
9. Copy and disseminate the information to subcommittee members
10. Select date for Audit meeting early November– to be in time for reporting to Academic Senate in November meeting

11. Subcommittee meeting. Request any further information or amendments from Faculties as requested by subcommittee, to be submitted to Deputy Vice-Chancellor (Academic) within 1 month
12. Produce report to Vice Chancellor via Deputy Vice-Chancellor (Academic)
13. Prepare agenda item for Academic Senate – November meeting, for noting

2. Review completed New Subject Proposal forms that have been selected for Audit. Assess whether, in your opinion the originating academic unit has provided a satisfactory response to the information requested in the form. This includes compliance with relevant University Rules, Codes of Practice and Guidelines. Consider a course of action to rectify anomalies identified using previous report as a guide. A worksheet is provided as a guide for the process.
3. Advise the Policy and Governance Unit if there are any additional subject proposals (listed on the Faculties new subject listing), which for appropriate reasons you may also wish to review. The Chair will be asked to review and approve this request.
4. Determine if there is any further supporting documentation you wish to view and advise Policy and Governance Unit.

5. Compare your comments for each subject selected with other panel members
6. As part of the audit team, ascertain and agree upon the compliance or non compliance of the subjects and determine appropriate action
7. Provide any comments on the subject approval process, the general standard of returns, the conduct of the audit any suggestions for improvement etc

8. Review the draft report prepared by the Policy and Governance Unit and amend as necessary
9. Note the responses from faculties when received
10. Report to be prepared by Chair and Policy and Governance Unit, and then signed by subcommittee members.

Version Control	Date Released	Approved By	Amendment
1	June 2007	Senior Manager, Policy & Governance Unit.	Procedure in new template
2	13 May 2009	Senior Manager, Policy & Governance Unit	Migrated to the UOW Procedure Template as part of the Policy Directory Refresh Project

Last reviewed: 16 June, 2009