(1) Pursuant to the Course Policy, the Course Policy Framework sets out the overall framework for managing course-related matters at UOW, to ensure all courses are developed, offered and reviewed. (2) This Procedure, in conjunction with the Course and Subject Approval Procedures (Faculty Delegated Course and Subject Amendments), outline the University’s approach to course and subject development and approval under the UOW Course Policy Framework. (3) The University’s Course and Subject Management Online course management system (COSMOS), is used to manage the data and processes for the creation, amendment and discontinuation of courses, majors, specialisations, minors and subjects. (4) This Procedure applies to all proposals relating to new offerings and discontinuations, as defined in section 7, including coursework and higher degree research courses. (5) This Procedure is provided to assist staff to: (6) All award courses approved by the University and offered by UOW Dubai (UOWD) must be considered and approved in accordance with the Course Policy and related Procedures. (7) All award courses approved by the University and delivered by UOW College Australia on behalf of the University must be developed and approved in accordance with the Course Policy and related Procedures. (8) New offerings delivered as a Joint or Dual Award course must be approved in accordance with this Procedure along with any relevant additional approval requirements set out in the Joint and Dual Awards Policy. (9) With respect to award courses within scope of this Procedure and approved for delivery at UOWD and other offshore delivery locations, approved customisation and contextualisation of courses and subjects is permitted, consistent with the Principles of Equivalence outlined in the Course Design Procedures. (10) A proposal for a new offering or discontinuation may be developed and submitted either separately from or in conjunction with proposals for the creation of minor study and/or subject or the amendment of a major study, minor study or subject. (11) Faculty governance structures may establish additional processes for the endorsement of course proposals. These additional governance activities are not within the scope of this Procedure. (12) Where internal governance processes are identified at UOWC or UOWD, these processes are noted for the purposes of sequencing and describing the approval processes affected, but are not regulated by this Procedure. (13) Where a member of the Senior Executive is the proposer of a course concept for a new offering or a discontinuation, they must recuse themselves from the final determination of the course proposal for that course and another member of the Senior Executive will determine their matter. (14) A proposal can be for a: (15) Due to reporting, conferral and systems requirements, the following types of amendment to an existing course require the University to issue a new course or major or specialisation code. As such, they must be processed through the creation of a new course, major or specialisation in COSMOS. The proposal must follow the relevant course approval stages for a new offering proposal, as set out in this Procedure: (16) Prior to creation of a proposal for a new offering, the proposer must: (17) Prior to creation of a proposal for a discontinuation, the proposer must: (18) The Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) may exempt the requirement for approval to proceed to a proposal on viability grounds if the DVCA is satisfied that: (19) If the course proposal is not from the course owning faculty, the DVCA may only exempt the requirement for approval to proceed with the support of the course owning faculty through the relevant Executive Dean. (20) A proposal for a new offering or a discontinuation will (where approval is required under clause 16(d) or clause 17(d), once approved) be developed using the relevant course approval templates and process within COSMOS and submitted for endorsement and approval through the following stages, depicted in Figure 1 below: (21) The Faculty is responsible for developing the proposal for a new offering or discontinuation, pursuant to the Course Policy, the Course Design Procedures and the requisite COSMOS template and workflow, together with required supporting documentation and, where the proposer is not the Faculty, in conjunction with the proposer. (22) The Faculty is responsible for undertaking appropriate consultation with other faculties, academic and support units, and to manage any identified impacts arising from the proposal. (23) The proposal requires endorsement from the Faculty Education Committee or the FEC Course and Subject Approval Subcommittee, and the Executive Dean or Associate Dean, Education for the Faculty. (24) The Quality Assurance Review Group (QARG) will review and determine whether to endorse each proposal for a new offering or discontinuation taking account of any ECAC report (where required), in accordance with its terms of reference. QARG may endorse a proposal unconditionally or subject to conditions. (25) The Quality Assurance Review Group will consult with the course owning faculty through the relevant Associate Dean, Education if it has any major concerns about the proposal before its determination and any conditions are forwarded to the relevant delegated authority. (26) The Quality Assurance Review Group may in exceptional circumstances at the request of the Faculty, through the Associate Dean, Education, or of its own initiative, direct the proposal to be forwarded to Academic Senate for final approval. (27) The information required for QARG assessment is set out in the COSMOS workflow and proposal template. (28) At this stage, if the new offering or discontinuation involves separate course instances for onshore and/or offshore delivery locations, each separate course instance must be subject of a separate COSMOS proposal. (29) If the new offering or discontinuation involves separate instances for offshore delivery locations and the timeline for offshore implementation differs from onshore implementation, the Faculty must provide an implementation plan and timeline for each affected offshore location. (30) The Quality Assurance Review Group is responsible for conducting a review of the proposal, having regard to: (31) Depending on the nature of the proposal, the following processes are in place for final approval of proposals for new offerings and discontinuations: (32) At this stage, the Faculty is to have addressed any outstanding conditions imposed by QARG, to the satisfaction of the relevant delegated authority. (33) Approval of a proposal may be unconditional or conditional. Where approval is conditional, the responsible Faculty will take steps to meet that or those conditions within the timeframes specified (or where there are none, as soon as practicable). (34) Failure to meet condition(s) placed on an approval may result in the relevant delegated authority: (35) A proposal for a new offering or discontinuation of a UOWC Australia course approved by UOW will be developed using the relevant COSMOS template and workflow along with supporting documentation and submitted for endorsement and approval through the following stages, depicted in Figure 2 below: (36) UOW College Australia is responsible for developing proposals for new offering or discontinuations, pursuant to the Course Policy the Course Design Procedures. (37) UOW College Australia is responsible for undertaking appropriate consultation internally and with UOW faculties, academic and support units, and to manage any identified impacts arising from the proposal. (38) The proposal requires endorsement from the College Education Committee, UOW College Australia Academic Board and the General Manager, UOW College Australia. (39) UOW College Australia is responsible for developing a course concept (for new offerings) and (in all cases) a business case, for a new offering or discontinuation, pursuant to the Course Policy and the Course Design Procedures. The course concept and business case must be endorsed by the relevant UOW Faculty Education Committee or the FEC Course and Subject Approval Subcommittee if it is to be offered by or in conjunction with that Faculty. (40) The course concept and business case for a new offering or a discontinuation by UOW College Australia will be considered on viability grounds and approved as provided in clause 16(d) or clause 17(d) (unless this requirement is waived). (41) At this stage, UOW College Australia may proceed with a formal course proposal using the requisite course approval workflow and template in COSMOS, together with required supporting documentation, for endorsement and approval through Quality Assurance Review Group (QARG) and the relevant delegated authority. (42) UOW College Australia is responsible for undertaking as appropriate any further required consultation with UOW faculties, academic and support units, and to manage any identified impacts arising from the proposal. (43) The Quality Assurance Review Group will review and determine whether to endorse each proposal for a new offering or discontinuation in respect of a UOW College Australia course taking account of any ECAC report, in accordance with its terms of reference. QARG may endorse a proposal unconditionally or subject to conditions. (44) The Quality Assurance Review Group may in exceptional circumstances at the request of UOW College Australia, through the General Manager, or of its own initiative, direct the proposal to be forwarded to Academic Senate for final approval. (45) The Quality Assurance Review Group will consult with UOWC if it has any major concerns about the proposal before its determination and any conditions are forwarded to the relevant delegated authority. (46) The Quality Assurance Review Group will have particular regard to: (47) The relevant delegated authority will make a determination on each UOW College Australia new offering or discontinuation proposal. (48) At this stage, UOW College Australia is to have addressed any outstanding conditions imposed by the Quality Assurance Review Group (QARG), to the satisfaction of QARG. (49) Approval of a proposal may be unconditional or conditional. Where approval is conditional, UOW College Australia will take steps to meet that or those conditions within the timeframes specified (or where there are none, as soon as practicable). (50) Failure to meet condition(s) placed on an approval may result in the relevant delegated authority: (51) A proposal for a new offering or discontinuation of a UOWD course will be developed using the relevant COSMOS template and workflow along with supporting documentation and submitted for endorsement and approval through the following stages, depicted in Figure 3 below: (52) UOWD has the status of a faculty for the purposes of this Procedure. (53) UOWD will work in partnership with the relevant University Faculty, and in consultation with the Transnational Education Unit in developing any proposals for new offerings and discontinuations for UOW courses offered at UOWD. (54) UOWD is responsible for developing a course concept and business case for a new offering or discontinuation, pursuant to the Course Policy and the Course Design Procedures, together with required supporting documentation. (55) The development, consultation and approval process in Dubai in compliance with any accreditation and approval requirements of the Commission for Academic Accreditation in the United Arab Emirates for and new offerings and discontinuations is undertaken prior to and in conjunction with the commencement of the UOW Course Approval Process. (56) UOWD is responsible for developing a course concept and business case for a new offering or a discontinuation, which will be considered on viability grounds and approved under clause 16(d) or 17(d) (unless this requirement is waived). (57) At this stage, UOWD may proceed with a formal course proposal using the requisite course approval workflow and template in COSMOS, together with required supporting documentation, for endorsement and approval through the Quality Assurance Review Group (QARG) and the relevant delegated authority. (58) The UOW Faculty is responsible for undertaking appropriate consultation with other faculties, academic and support units, and to manage any identified impacts arising from the proposal. (59) The proposal requires endorsement from the UOW Faculty Education Committee / FEC Course and Subject Approval Subcommittee and the UOW Associate Dean, Education. (60) The UOW Faculty is responsible for forwarding the proposal to QARG for assessment. (61) The Quality Assurance Stage is a concurrent stage, completed alongside the Commission for Academic Accreditation Stage to minimise the timeframe for securing course approval. (62) The Quality Assurance Review Group will review and determine whether to endorse each proposal for a new offering or discontinuation in respect of a UOWD course in accordance with its terms of reference. QARG may endorse a proposal unconditionally or subject to conditions. (63) The Quality Assurance Review Group may in exceptional circumstances at the request of UOWD or the course owning the Faculty, through the Associate Dean, Education, or of its own initiative, direct the proposal to be forwarded to Academic Senate for final approval. (64) The Quality Assurance Review Group will consult with the course owning faculty through the relevant Associate Dean Education and with UOWD if it has any major concerns about the proposal before its determination and any conditions are forwarded to the relevant delegated authority. (65) The Quality Assurance Review Group will have particular regard to: (66) The Commission for Academic Accreditation Stage is a concurrent stage, completed alongside the Quality Assurance Stage to minimise the timeframe for securing course approval. (67) At this stage, a proposed new offering is submitted to the Commission for Academic Accreditation (and if required, the Knowledge and Human Development Authority for Dubai) by UOW Dubai. (68) UOWD is responsible for communicating approval to the Faculty, the Future Education Division and the Academic Quality and Standards Division and any recommendations made by the Commission for Academic Accreditation and the Knowledge and Human Development Authority for Dubai. (69) The relevant delegated authority will make a determination on each UOWD new offering or discontinuation proposal. (70) At this stage, UOWD is to have addressed any outstanding issues raised by Quality Assurance Review Group (QARG), to the satisfaction of QARG. (71) Approval of a proposal may be unconditional or conditional. Where approval is conditional, UOWD will take steps to meet that or those conditions within the timeframes specified (or where there are none, as soon as practicable). (72) Failure to meet condition(s) placed on an approval may result in the relevant delegated authority: (73) On behalf of UOWD, the UOWD Ltd Board is the final approval authority for course approvals. This process is not within scope of this Procedure. (74) The fast-track approval process is for use on a proposal for new offerings where there is an approved course concept and business case, unless that requirement has been waived. This process may be used to fast track the entire course approval or any incomplete steps required towards final determination of a course proposal. (75) Any faculty seeking to utilise the fast-track approval process must submit the full proposal for the new offering to the Academic Quality and Standards Division, along with: (76) The Academic Quality and Standards Division will seek approval of the Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) to use the Fast-Track Approval Process via memorandum. (77) The Fast-Track Approval Process may be used where the DVCA is satisfied that one or more of the following circumstances set out in claus77(a) and either 77(b) or 77(c): (78) Upon obtaining approval to use the Fast-Track Approval Process for the new offering proposal, the Academic Quality and Standards Division will forward the proposal documentation to the Vice-Chancellor and President for determination. (79) Approval of a proposal may be unconditional or conditional. Where approval is conditional, the responsible proposing entity will take steps to meet that or those conditions within the timeframes specified (or where there are none, as soon as practicable). (80) Failure to meet condition(s) placed on an approval within the timeframes specified or otherwise as soon as practicable may result in the Vice-Chancellor and President: (81) Where the approval is conditional upon completion of an ECAC report, the Faculty will complete an ECAC as required as a condition of approval and submit it to the Academic Quality and Standards Division. (82) If the proposal is approved by the Vice-Chancellor and President, the Academic Quality and Standards Division will notify the Faculty to implement the proposal. (83) All Fast-Tracked Proposals will be forwarded to the the Quality Assurance Review Group and the Academic Senate for noting by the Academic Quality and Standards Division. (84) An External Course Assessment Committee (ECAC) is required to be conducted for each proposal for a new offering involving a new course or a new major or specialisation, other than for UOWD courses (in respect of which the Commission for Academic Accreditation meets the requirements for external course appraisal), unless this requirement is waived by the Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA). (85) The primary purpose of an ECAC is to ensure that course design and development incorporates external reference points in respect of the academic quality of the new offering and the extent to which the proposed new offering meets the needs of future graduates and employers. (86) The membership of an ECAC shall comprise, at minimum: (87) The Learning, Teaching and Curriculum representative shall have regard to issues of curriculum design and quality, including the extent to which the course proposal meets existing strategic educational priorities of the University. (88) The two (2) External Representatives must be: (89) The Faculty may nominate additional ECAC members at their discretion. (90) The Terms of Reference for an ECAC shall include, at minimum to: (91) Faculties may include additional ECAC terms of reference at their discretion. (92) The Faculty must seek approval of the DVCA for any terms of reference or membership that do not meet the minimum requirements set out in this Procedure. (93) The ECAC Report will be prepared by the Faculty and submitted to the Academic Quality and Standards Division for inclusion with the new offering proposal documentation as considered by Quality Assurance Review Group (QARG). (94) At minimum, the ECAC Report must include the following: (95) A Faculty may apply to the DVCA via the Academic Quality and Standards Division to waive the requirement to hold an ECAC, and the DVCA may waive the requirement for an ECAC, where: (96) The entity responsible for a proposed new offering or discontinuation is responsible for consulting with members of the University community who may be affected by each proposal for a new offering. (97) Evidence of the consultation process, as well as the incorporation of any feedback or otherwise, should be included within COSMOS. (98) The Faculty should engage in the consultation process in the Faculty Stage of proposal development in order to allow sufficient time for the identification and resolution of issues arising from the proposal. (99) A proposal that contains insufficient evidence of consultation with members of the University community may be refused endorsement or approval. (100) The Future Education Division will maintain a central repository of all approved Award and Non-Award Courses. (101) Following endorsement of a new offering or discontinuation by a Faculty Education Committee and the Future Education Division will amend the Course Database accordingly. (102) Following approval of a new offering or discontinuation by the relevant delegated authority, the Future Education Division will finalise amendments to the Course Database. (103) The Academic Quality and Standards Division maintains UOW courses on CRICOS. (104) New offerings comprising new courses that are to be offered to international students will be registered on CRICOS following approval of the course concept and business case and subject to the course owning faculty providing all required information via COSMOS. The application to the Tertiary Education Quality and Standards Agency (TEQSA) is lodged by the Academic Quality and Standards Division. (105) Courses that are to be offered in the new delivery locations for international students will be registered on CRICOS following approval of the course concept and business case. The application to the Tertiary Education Quality and Standards Agency (TEQSA) is lodged by the Academic Quality and Standards Division. (106) Discontinuations of courses that are offered to international students will be withdrawn from CRICOS following approval of the business case. The application to the Tertiary Education Quality and Standards Agency (TEQSA) is lodged by the Academic Quality and Standards Division. (107) For new offerings involving joint delivery with a third party (including joint and dual award courses where the third party is a Australian Higher Education Provider), a third party application must be submitted to the Tertiary Education Quality and Standards Agency (TEQSA) if the course is to be registered on CRICOS. This will be lodged following the approval of the course concept and business case. All third party applications are subject to a fee, which must be met by the proposer. (108) In the event the requirement for approval of a course concept and/or business case is waived, any action dependent on that approval may proceed on the basis of the waiver of that requirement. (109) Approved marketing activities and promotional materials can proceed for new offerings following approval of the course concept and business case, or on the basis of the waiver of that requirement. (110) All marketing activities and promotional materials for new offerings which precede final approval must contain appropriate disclaimers regarding the approval process being undertaken. (111) Marketing activities and promotional materials for courses that are to be offered to international students studying onshore on a student visa cannot commence until the course has been registered on CRICOS. (112) The Student Operations Unit in the Student Administration Services Division manages the Course Finder. (113) Student Administration Services Division may set up online applications, intake sessions and may start issuing offers to students for a new offering upon approval, and the course being made active in the Course Database and in COSMOS. (114) The Admissions Officer(s) within Student Administration Services Division maintain the eCOEs. (115) When a course is approved for discontinuation, Student Administration Services Division is responsible for providing alternative offers to students seeking to commence in the year of discontinuation, or cancelling offers when there is no suitable course of study available to students. (116) The handbook is produced by the COSMOS system and reflects data maintained in that system. (117) Following approval of a new offering, a handbook page will become available on publication of the Handbook for the year in which the proposal is effective. (118) Following approval of a discontinuation, a Handbook page will be unpublished from the year in which the proposal is effective. (119) The Faculty is responsible for ensuring the accuracy of the information displayed on the Course Handbook pages for their Faculty’s courses, majors or specialisations. (120) If the proposal involves new offshore delivery locations, and the timeline for offshore implementation differs from onshore implementation, the Faculty should maintain in COSMOS: (121) The Future Education Division is responsible for facilitating and coordinating the course approval process as set out in this procedure. (122) The Future Education Division will facilitate access to the COSMOS system for users to support decision making under this procedure. (123) The Course Portfolio Development Group is responsible for: (124) Faculty and Future Education Division staff are jointly responsible for carrying out timely and effective development of New Offering and Discontinuation proposals, consulting with stakeholders, ensuring that all identified issues are satisfactorily resolved prior to final approval, and coordinating post-approval activities required for implementation. (125) The Faculty Education Committee / FEC Course and Subject Approval Subcommittee, and Faculty Associate Dean Education or Faculty Executive Dean are responsible for reviewing and endorsing proposals for New Offerings and Discontinuations that meet the requirements of this procedure. (126) The Quality Assurance Review Group is responsible for endorsing proposals for New Offerings and Discontinuations that meet the requirements of this procedure. (127) The Academic Quality and Standards Division is responsible for supporting QARG consideration of course proposals and final approval of course proposals through the DVCE or Academic Senate. (128) The Deputy Vice-Chancellor and Vice-President (Academic and Student Life) is responsible for approving all proposals delegated to that officeholder for determination. (129) The Academic Senate is responsible for approving proposals delegated to it for determination. (130) Learning, Teaching and Curriculum is responsible for strategic curriculum development, and ensuring that UOW strategic educational priorities as set out in the Course Design Procedures and in the relevant UOW educational strategies are embedded within proposals for New Offerings. (131) The Future Education Division is responsible for communicating the outcomes of New Offerings and Discontinuation proposals following the approval of those proposals. (132) The Future Education Division and the Academic Quality and Standards Division are jointly responsible for reporting annually to the University Education Committee and the Academic Senate on course approval activities in the previous year. (133) The Future Education Division is responsible for supporting proposers in the investigation and assessment of course concepts and business cases presented for consideration by CPDG. (134) The key terms used in this Procedure are defined in the Course Policy. (135) Course Design New Offerings and Discontinuations Process MapCourse and Subject Approval Procedures - New Offerings and Discontinuations
Section 1 - Introduction/Background
Section 2 - Scope/Purpose
Section 3 - Proposal Types
Top of PageSection 4 - Authority to Submit a Proposal for a new offering
Top of Page
Section 5 - Authority to Submit a Proposal for a discontinuation
Top of PageSection 6 - Exemption of Authorisation Requirement for Submission of a Proposal
Section 7 - Course Approval Stages for Award Courses, Majors and Specialisations
Figure 1 – Course Approval Stages for Award Courses
Faculty Development Stage
Quality Assurance Stage
Final Approval Stage
Top of PageSection 8 - Approval Stages for UOW College Australia Courses Approved by UOW
Figure 2 – Course Approval Stages for UOWC Australia Courses
UOW College Australia Stage (Not in Scope of this Procedure)
UOW Preliminary Approval Stage
Final Approval Stage
Top of PageSection 9 - Approval Stages for UOW Dubai Proposals
Figure 3 – Course Approval Stages for UOW Courses Offered by UOW Dubai
UOW Dubai Stage (Not in Scope of this Procedure)
UOW Preliminary Approval Stage
Quality Assurance Stage: Concurrent Stage
Commission for Academic Accreditation Stage: Concurrent Stage
Final Approval Stage
Section 10 - Fast-Track Proposal Process
Section 11 - External Review of Proposals for new offerings
Top of Page
Section 12 - Consultation
Section 13 - Implementation Activities
Record Keeping
Course Database
CRICOS and Education Services for Overseas Students Act 2000 Compliance
Marketing Activities and Promotional Materials
Course Finder
Online Applications / Offer Letters
Handbook
Offshore Course Delivery
Top of PageSection 14 - Roles and Responsibilities
Section 15 - Definitions
Section 16 - Appendix 1: New Offerings and Discontinuations Proccess Map
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Viability Stage
Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) and Executive Dean
Authority to Proceed (if required)
Development Stage
Faculty Education Committee / FEC Course and Subject Approval Subcommittee
Endorsement
Faculty Executive Dean or Associate Dean, Education
Establishment of External Course Assessment Committee (ECAC) (if required).
Variation of Membership Approved or ECAC Requirement Waived by DVCA.
Quality Assurance Stage
ECAC (full report if required)
Review
Quality Assurance Review Group (QARG)
Endorsement
Final Approval Stage
Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) or Academic Senate
Approval
UOW College Australia Stage
College Education Committee (not in scope of this Procedure)
Endorsement
UOWC Academic Board (not in scope of this Procedure)
General Manager, UOW College (not in scope of this Procedure)
Faculty Education Committee / FEC Course and Subject Approval Subcommittee (if the course is to be offered, or was offered, in conjunction with a specific UOW Faculty).
Review
Preliminary Stage
Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA)
Authority to Proceed (if required)
Development Stage
Establishment of ECAC (if required)
Variation of Membership Approved or ECAC Requirement Waived by DVCA.
ECAC (full report if required)
Review
Quality Assurance Review Group (QARG) Stage
QARG
Endorsement
Final Approval Stage
Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) or Academic Senate
Approval
UOW Dubai Stage (Not in Scope)
Executive Approval
Endorsement
Faculty Dean
Faculty Education Committee
Endorsement
Faculty Executive Dean or Associate Dean, Education
Preliminary Stage
Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) and Executive Dean
Authority to Proceed (if required)
Development Stage
Faculty Education Committee / FEC Course and Subject Approval Subcommittee
Endorsement
Faculty Executive Dean or Associate Dean, Education
Approval Stage (Not in Scope)
UOWD Academic Board (not in scope of this Procedure)
Endorsement
Commission for Academic Accreditation Stage: Concurrent Stage
Quality Assurance Review Group (QARG) Stage: Concurrent Stage
Approval
QARG
Endorsement
Final Approval Stage
Deputy Vice-Chancellor and Vice-President (Academic and Student Life) (DVCA) or Academic Senate
Approval
UOWD Ltd Board (not in scope)
Approval