• Section 1 - Introduction and Scope
• Section 2 - Approval Process Overview – New major partnerships
• Section 3 - Assessment and Approval Process
• Stage 1 – Concept Approval for the Partnership and Course
• Stage 2 – Final Approval for the Partnership and Course
• Stage 3 - Memorandum of Agreement
• Section 4 - Approval Process – New twinning and minor partnerships
• Section 5 - Roles and Responsibilities
• UOW Faculty Academic Leader
• Section 6 - Definitions

Section 1 - Introduction and Scope

(1) These Procedures should be read in conjunction with the Collaborative Delivery of a UOW Course Policy.

(2) Before a new collaborative course can commence, the proposal must satisfy the requirements at each of the stages of assessment and approval as outlined below.

(3) These procedures distinguish between a major and minor partnership; a major partnership is defined as one that involves the delivery of a UOW course (or subjects within a UOW course) offshore or the delivery of a UOW course onshore by an Australian partner at a non-UOW location.

(4) A minor partnership may involve the delivery of elective subjects by an Australian partner that are offered to provide students with a wider range of subject choices. A minor partnership may also involve the delivery of a range of services by a third party in support of learning and teaching, such as library services.

(5) These procedures apply to all proposals for collaborative delivery of a UOW Course, whether instigated by staff at UOW or the Partner Institution of UOW Global Education.

Section 2 - Approval Process Overview – New major partnerships

(6) This process will be followed for all new proposals that involve the delivery of a UOW course under a new collaborative partnership arrangement or under an existing partnership arrangement, but at a new delivery location.

(7) Decisions about the academic probity of the collaborative program are taken separately from the negotiations about the financial implications and partnership arrangements (though these will be conducted concurrently).

(8) The assessment and approval process, therefore, involves two concurrent pathways:

1. approval of the partnership (if a new partner); and
2. approval of the course proposal for the delivery location.

(9) This process can be divided into three stages as follows:

1. stage 1: Strategic endorsement for the partnership by the University Leadership Group (ULG) and concept approval of the course(s) for the delivery location by the Course Portfolio Development Group (CPDG).
2. stage 2: In principle approval of the partnership by the University Council and approval of the course(s) by the Academic Senate. This stage includes full due diligence checking for new partners and scrutiny of the detailed program of study and delivery location, including confirmation that regulations and standards conform to Australian and UOW standards.
3. stage 3: Execution of a Memorandum of Agreement as per the Collaborative Delivery of a UOW Course Policy.

(10) Proposals can be rejected at any stage in this process.

(11) Proposals for collaborative programs can originate from a variety of sources. When proposals originate outside a faculty, support from the Faculty must be obtained before strategic or course approval is sought.

(12) In the first instance, plans for collaborative provision must be discussed with the Transnational Education Unit (TNE) (for international partnerships) and the Academic Governance and Standards (AGS) (for Australian partnerships) who will be able to advise on the process and whether there are any precedents or obstacles to the proposed partnership or course.

Section 3 - Assessment and Approval Process

Stage 1 – Concept Approval for the Partnership and Course

(13) A draft proposal for collaboration:

1. involving an international partner: should be sent to the Executive Director Global (or the Dean of Global Academic Affairs for partnerships managed by UOWGE) who will work with the Academic Leader and coordinate an initial due diligence check and prepare the papers for consideration by the Senior Deputy Vice-Chancellor (Innovation, Enterprise and External Relations) and ULG.
2. involving an Australian partner: should be sent to the Associate Director, Educational Quality and Policy who will work with the Academic Leader and coordinate an initial due diligence check and prepare the papers for consideration by ULG.

(14) The Academic Leader will be nominated by the Executive Dean of the relevant Faculty and will normally be an Deputy Deans (Growth and Global) or Deputy Dean (Education).

(15) The draft proposal for ULG should be no more than two (2) pages long and would normally include the following:

1. a short description of and rationale for the collaboration;
2. a statement setting out how the partner institution’s mission, vision, strategy, academic standards and standing are compatible with UOW; and
3. for international programs, the proposal should include an assessment on how the proposed collaborative arrangement fits with the UOW’s international strategy.

(16) ULG will evaluate the proposal according to set criteria covering strategic benefits, academic benefits, academic governance and resource (Appendix A).

(17) ULG will either endorse or reject the strategic concept of the partnership with the institution/organisation.

(18) On endorsement by ULG, TNE (or UOWGE or AGS) and the Academic Leader will liaise with the Course Management team within Future Education to complete the course proposal submission to CPDG.

(19) All course proposals or course amendment applications to CPDG must follow the standard course approval process.

(20) CPDG will consider the course proposal or course amendment to confirm that the proposal supports the University’s learning and teaching standards and policy requirements.

Stage 2 – Final Approval for the Partnership and Course

Partnership

(21) Following concept approval, a full assessment of the partner is undertaken. This will include completion of a:

1. partner assessment/due diligence report;
2. fully costed financial plan (template available from the Office of the Chief Operating Officer);
3. collaborative delivery risk management report;
4. collaborative delivery academic quality assurance report; and
5. site report (if applicable).

(22) The full assessment is completed by a quality assurance team. This team will draw its membership from across the University as relevant to the size and nature of the collaboration (for example from TNE, UOWGE AGS, Financial Services and Enterprise Data Division, Legal Services Unit, Student Services Division, Library, Education Innovation and Enablement (EIE), IMTS Service Delivery (IMTS)) in consultation with the Academic Leader and relevant Faculty staff. The Executive Director Global (or the Dean of Global Academic Affairs or Associate Director, Educational Quality and Policy) will summarise the findings for consideration by ULG.

(23) The full requirements for each assessment will be determined on a case-by-case basis and may include a requirement for a site visit. The decision as to whether an initial site visit is required is taken by the Deputy Vice-Chancellor (Education) in conjunction with the Senior Deputy Vice-Chancellor (Innovation, Enterprise and External Relations)) where an international partnership is proposed. Depending on the nature of the proposed partnership, the due diligence checks can take up to 6-8 weeks to complete.

(24) ULG will consider the full Assessment Report and, subject to its endorsement, will forward the relevant documentation to the University Council for in-principle approval of the partnership.

Course

(25) Following endorsement of the partnership by ULG (or where partners are already established), the Academic Leader for the course will work with Future Education to prepare detailed course proposal documentation and to confirm that the standards and regulations of the proposed course will conform to UOW standards. The detailed proposal will first be scrutinised by the relevant Faculty Education Committee (FEC).

(26) When preparing the documentation for consideration by the FEC, the Academic Leader should follow the procedure for the approval of new courses as detailed within the Course and Subject Approval Procedures - New Offerings and Discontinuations and Course and Subject Approval Procedures (Faculty Delegated Course and Subject Amendments).

Stage 3 - Memorandum of Agreement

(27) Council's in principle approval for the partnership is subject to the creation of a suitable Memorandum of Agreement. TNE (or UOWGE or AGS), in consultation with the Legal Services Unit and the Academic Leader for the course, must arrange for the Memorandum of Agreement to be drawn up.

(28) The Memorandum of Agreement must be endorsed by the relevant Executive Dean prior to signing by the Vice-Chancellor and President or a Senior Deputy Vice-Chancellor/Deputy Vice-Chancellor and the appropriate officer at the partner organisation/institution(s).

(29) The approved Memorandum of Agreement must be signed by all parties before the course can commence. All original signed agreements must be lodged with AGS, who will also add the program to UOW’s Register of Collaborative Arrangements for Learning and Teaching.

(30) In the event of irreconcilable differences with the partner being uncovered during the creation of the Memorandum of Agreement, the agreement will not be executed.

Section 4 - Approval Process – New twinning and minor partnerships

(31) A twinning partnership which involves an overseas higher education provider twinning with a UOW course will be endorsed by the relevant Faculty Executive Dean and Faculty Education Committee before being submitted to the Senior Deputy Vice-Chancellor (Innovation, Enterprise and External Relations) for approval.

(32) A minor partnership which involves an Australian partner providing support services to UOW students at an onshore campus will be endorsed by the Executive Dean before being submitted to the Deputy Vice-Chancellor (Strategy and Assurance) for approval.

(33) A minor partnership that involves an Australian partner providing Library to UOW students will be endorsed by the University Librarian before being submitted to the Deputy Vice-Chancellor (Education) for approval.

(34) A minor partnership that involves a registered Australian higher education provider teaching elective subjects into a UOW course will be endorsed by the relevant Faculty Executive Dean and Faculty Education Committee before being submitted to the Deputy Vice-Chancellor (Strategy and Assurance) for approval.

Section 5 - Roles and Responsibilities

Transnational Education Unit (TNE) – For Collaborations with International Partner Institutions

(35) The TNE is responsible for:

1. liaising with the Faculty (or UOW Global Education) and Partner Institution to collate the documentation required for the initial and full diligence assessment of a new partnership;
2. undertaking the due diligence checks outlined in stage 2, in collaboration with the relevant UOW faculty (or UOW Global Education) and submit the relevant documentation to the Future Education Division;
3. liaising with the Faculty and Future Education to collate the documentation required for initial and full assessment of the course proposal;
4. upon approval by the relevant Committee, liaising with the partner institution and the Legal Services Unit to formulate the agreement for collaborative delivery;
5. drafting a Memorandum of Understanding, to be signed by both parties as per the Delegations of Authority Policy; and
6. upon the agreement being signed, forwarding a copy of the agreement to the Academic Governance and Standards.

UOW Global Education (UOWGE) – For Collaborations with Affiliated UOW Entities

(36) UOWGE is responsible for:

1. liaising with the Faculty and UOW entity to collate the documentation required for the initial and full diligence assessment of a new partnership;
2. undertaking the due diligence checks outlined in stage 2, in collaboration with the relevant UOW faculty or faculties;
3. liaising with the Faculty and Future Education Division to collate the documentation required for initial and full assessment of the course proposal;
4. upon approval by the relevant Committee, liaising with Legal Services Unit to formulate the agreement for collaborative delivery;
5. drafting a Memorandum of Understanding, to be signed by both parties as per the Delegations of Authority Policy; and
6. upon the agreement being signed, forwarding a copy of the agreement to the AGS.

UOW Faculty Executive Dean

(37) The UOW Faculty Executive Dean is responsible for:

1. ensuring that any proposed collaboration is capable of being supported by the faculty, has a clear rationale and aligns with the Faculty’s strategic plan;
2. ensuring that the course proposal is assessed in accordance with the faculty course approval process;
3. nominating an Academic Leader to coordinate the assessment and approval process within the faculty;
4. approving a Memorandum of Agreement for forwarding to the relevant officer for final approval as outlined in stage 3.

UOW Faculty Academic Leader

(38) The UOW Faculty Academic Leader is responsible, in collaboration with the Transnational Education Unit and UOW Global Education where appropriate, for completing the due diligence checks in line with the requirements of clause 32.

Academic Governance and Standards (AGS)

(39) AGS is responsible for:

1. for courses delivered in collaboration with an Australian partner institution, undertaking the roles outlined in section 2;
2. retaining a copy of all agreements for collaborative delivery;
3. maintaining a Register of Collaborative Delivery; and
4. ensuring that Tertiary Education Quality and Standards Agency (TEQSA) is advised of major new partnership arrangements and delivery locations as required under the Tertiary Education Quality and Standards Agency Act 2011 and that all obligations relating to the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) are met.

Future Education Division

(40) The Future Education Division is responsible for the assessment of all course proposals involving a new partnership and for managing the documentation required by the Course Portfolio Development Group.

Legal Services Unit

(41) The Legal Services Unit is responsible for:

1. ensuring that all of the requisite legal documentation has been checked and approved as required by the procedure, and Delegations of Authority Policy; and
2. liaising with TNE, UOWGE or AGS in formulating the agreement and contract for collaborative delivery.

Section 6 - Definitions

(42) The definitions are contained within the Collaborative Delivery of a UOW Course Policy.