Review of Established Programs

Review of Established Sealed Award Programs (Higher Education) Procedure

Policy Code: LT1281

Purpose

To describe the process and criteria for the review of all Established Sealed Award Programs that are not programs conducted solely by research.

This review process quality assures the content, teaching, academic integrity, academic standards, student experience and outcomes of Higher Education Established Sealed Award Programs at Federation University Australia and facilitates timely and purposeful improvement in a planned and systematic manner.

Scope

This procedure applies to all Established Sealed Award Higher Education programs that are not conducted solely by research. This policy and related procedure for reviewing the Established Sealed Award Higher Education programs forms part of University's quality assurance framework.

Definitions

Term Definition
Program Review Contact The staff member withing the Faculty with responsibility to liaise directly with Academic Secretariat in relation to all matters relating to the Program Review process.
Sealed Awards Higher Education Program listed in Schedule 5.1
UPPC University Programs Planning Committee

Established Sealed Award Programs Review Process

Review Schedule

The University’s Review of Established Sealed Award Programs HE Schedule is maintained by the Academic Secretariat. The schedule includes:

1. Dates of future reviews;

2. When previous reviews were held;

3. When 12 monthly progress reports are due.

The Curriculum Committee will notify the Executive Deans of Faculties of program review timelines as determined in the Review of Established Sealed Award Programs Scheduled in a timely manner.

If an external accreditation and review process exists for a program, timing of the internal program review may be negotiated with the Curriculum Committee to enable, where possible,  the review process to be carried out simultaneously.

Programs are required to be reviewed every five years from the date of commencement (not date approved). In special circumstances, such as newly emerging or rapidly changing fields of study, Academic Board may require a program to undergo program reviews more frequently.

Self-Assessment

No Steps Responsibility Comments
1.

Program Review Notification

Executive Deans of Faculties will be notified of Programs due for Review as per the Review of Established Sealed Award HE Program Schedule.

Academic Secretariat
2.

Self-Assessment

The Faculty will complete a Self Assessment on the relevant Program using the Program Review Template.

Faculty

The Program Review Template describes all evidence which must be collected and submitted.

3.

Submission

The completed self-assessment (Program Review Template) is forwarded to the Faculty Board for review and approval.

Once approved by the Faculty Board it is sent to Academic Secretariat.

Faculty Endorsement by the Faculty Board is a quality assurance process in order to ensure the submission is complete, accurate and sufficient.

Panel Membership

No Steps Responsibility Comments
1.

Formation of Program Review Panel (PRP)

The Faculty will nominate the Program Review Membership Panel.

Once the Program Review Membership has been finalised, the Program Review Contact Person will contact Academic Secretariat to initiate coordinating the PRP meeting.

Program Review Contact Person

Refer to the following section of this procedure:
Program Review Panel Membership List
2.

Arrangement for Program Review Panel Meeting

Academic Secretariat will make the arrangements for the Program Review Panel meeting in collaboration with the Program Review Contact Person.

Academic Secretariat

Program Review Contact Person

 
3.

Composition of Program Review Panel

The Executive Dean will appoint the Chair of the Review Panel. This person must be a member of the Curriculum Committee and hold a position at Level C or above.

Program Review Contact Person

Refer to the following section of this procedure:

Program Review Panel Membership List

The Program Review Contact Person will forward the approved list of person on the Program Review Panel proposal to the Programs Review Officer considered appropriate for the Program Review Panel positions.

Panel Review Process

No Steps Responsibility Comments
1.

Meeting and Deliberations of the Program Review Panel

The Panel will meet on the relevant campus for one day and will consider the self-assessment document and produce commendations, affirmations and recommendations. The panel will be given the opportunity to meet with members of the University, representatives from professional and industry bodies, employers and members of the community as it sees fit.

This will normally include:

  • The Executive Dean;
  • Deputy Dean for the discipline area;
  • The Chair of the Programs Committee;
  • Academic Staff from the discipline;
  • Staff responsible for work placements where appropriate;
  • Recent graduates;
  • Students in the program including international students where the program has a significant proportion of international students in Australia;
  • Partner organisation staff where applicable.

The Panel will conclude the day by discussing and noting commendations, affirmations and recommendations.

Program Review Panel

Academic Secretariat

Academic Secretariat will provide administrative support during this panel meeting and assist the Chair of the Program Review Panel in drafting the report.

2.

Program Review Panels' Report

Program Review Panel's Report to be composed and sent to Program Review Panel members for review and finalisation.

Chair, PRP The draft PRP Report must be forwarded to the PRP members and the Chair for review within 10 working days of when the PRP met. Panel members have 5 working days in which to respond.
3.

Program Review Panels' Report to Faculty

When finalised, the Report will be sent to the Faculty Board.

Chair, PRP

Academic Secretariat

The Chair must forward the finalised report within 10 further working days of feedback from members being received.

Faculty Response and Committee Approval

No Steps Responsibility Comments
1.

The Faculty Response

The Faculty will review the Program Review Panel report and add its response.

It will then be tabled at the Faculty Board for review and approval

Faculty

The Faculty must respond to the PRP Report within 20 working days of receiving.

Refer to the attached:

Program Review Panel School Response Form (p xx on Program Review Panel Report)

2.

Curriculum Committee Approval

Curriculum Committee will receive the Self Review Template, Panel Report and Faculty Response.

The Program Coordinator and/or the Associate Dean will represent the School to move and speak to the review and respond to any questions the Committee may have.

All documentation is then forwarded to Academic Board for review and approval.

Executive Officer, CC

 
3.

Academic Board Endorsement

Academic Board receive all documentation for review and approval. Schedule 5.1 is then updated to note the Program Review process has been completed pending a follow up report in 12 months.

   

Continuous Improvement

No Steps Responsibility Comments
1.

Implementation of Changes

Program modification, new or revised programs and other curriculum changes will be submitted through normal processes to Faculty Boards and Curriculum Committee, unless there are resourcing implications in which case UPPC approval will be required.

Faculty

Refer to the attached:

Program Modification Form

Program Modification Checklist

2.

12 Month Program Progress Report

A 12 Month Program Progress Report will be provided by the Faculty against each of the recommendations / improvement opportunities identified by the School.

Academic Secretariat

Faculty

The Faculty Boards are to add 12 Month Program Progress Report on their Schedule of Business.

Program Review Panel Membership List

Member Description No. Members Required
Chair A current or former member of Curriculum Committee who will also Chair the Panel. 1
External Professional
A member external to the University, with expertise in the discipline or field. 2
External Academic A member external to the University who is an academic of senior rank. 1
a. Academic Staff A University academic staff member from another Faculty or School. 1
b. Academic Staff An academic staff member who teaches on the program. 1
Academic Services A member of staff from the Academic Services department. 1
Program Co-ordinator Program Co-ordinator of the program 1
Member of Accreditation Body A senior member of an accrediting body. For example - Director of Nursing at a hospital. Only if appropriate/required.
Employer An employer who has employed graduates from the program. 1
Graduate A graduate who has graduated from the program within the last three years. The Graduate member is nominated by the Dean. 1
Associate Dean, Learning and Teaching The Associate Dean, Learning and Teaching (or *nominee) from the School that delivers the program. 1

* Conditions ADLT nominee: an academic who currently teaches the program can not sit in for the Associate Dean, Learning and Teaching on a review panel.

Responsibilities

  • The Academic Board is responsible for maintenance of this procedure.
  • Curriculum Committee holds responsibility for the review process.
  • Faculties are responsible for ensuring this Procedure is adhered to.

Associated Documents

Program Review and Re-Accreditation (Higher Education) Template

Program Modification Form

Program Modification Checklist

Terms of Reference - Program Review Panel

Report Template - Program Review Panel

Forms/Record Keeping

Document Title Location Responsible Officer Minimum Retention Period
Program Review and Re-accreditation (HE) Document

Academic Secretariat

Schools

Executive Officer, Curriculum Committee

Program Coordinator

7 Years
Program Review School Report to CC School Executive Officer, School Board or Programs Committee 7 Years
Review Panel Meeting Minutes Academic Secretariat Executive Officer, Review Panel 7 Years

Implementation and Promulgation

The "Review of Established Sealed Award Courses (Higher Education)" Procedure is to be implemented throughout the University in the form of notices via:

  1. An announcement under FedNews website;
  2. The 'What's New' page on the Policy Central Website;
  3. Memo to Executive Deans and Faculty Boards;
  4. Agenda item at Curriculum Committee and Academic Board

to alert the University-wide community of the approved Policy.