Standard 1 - Marketing Information and Practices

International Marketing Material Approval Process Procedure

Policy Code: LT1439

Purpose

To ensure the University marketing materials targeted at international students are produced in accordance with ESOS compliance.

Scope

This procedure applies to:

  1. University staff who produce marketing materials with the purpose of using them to recruit international students onshore; and
  2. Partner providers onshore in Australia delivering Federation University Australia courses at onshore locations.

Definitions

Term Definition
Associate Dean of Engagement Faculty/School representative approving academic content. May nominated another staff member to review academic content.
ESOS: The Education Services for Overseas Students framework sets out the legal framework for the delivery of education to overseas students.
Faculty
  • Faculty/School to approve marketing material if it includes academic course content, such as: course outline, entry requirements, RPL, course objectives, requirements, application method, content, teaching resources, delivery methods, learning facilities, career opportunities and assessment.
  • CUP will only approve marketing material following approval of academic related content by the School.
Marketing Materials All material that promotes the University, including but not limited to: brochures, banners, advertisements, video footage, websites, Program Finder etc.
Partner Provider (PP): Educational institution providing programs and courses of the University through an approved Education Agreement.

Actions

Marketing Material Produced by Partner Provider for Approval.

Timelines.

Marketing Material Produced by Partner Provider for CUP Approval

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Review Marketing Information and Practices Procedure PP Located on University policy website.
2. Produce marketing material artwork. PP  
5. Identify if Faculty/School needs to approve program content of marketing material prior to CUP approval. PP

Academic program content, such as:

  • Course outline,
  • Entry requirements,
  • RPL,
  • Course objectives,
  • Teaching resources,
  • Delivery methods,
  • Learning facilities,
  • Career opportunities, and
  • Assessment
6. Forward marketing material to Associate Dean of Engagement in faculty for approval. Faculty  
7.

Marketing materials academic content is checked and approved by faculty.

Faculty

Academic program content, such as:

  • Course outline,
  • Entry requirements,
  • RPL,
  • Course objectives,
  • Teaching resources,
  • Delivery methods,
  • Learning facilities,
  • Career opportunities, and
  • Assessment
8. PP is advised of approval via email. Faculty  
7. Forward marketing material including faculty/school approval if applicable to Manager, Compliance, CUP. PP  
8. Marketing material artwork is reviewed for ESOS compliance. Manager, Compliance, CUP  
9. Where branding approval is required the marketing material will be forwarded to Manager, Public Relations. Manager, Compliance, CUP  
10. Partner is advised of approval or required changes. Manager, Compliance, CUP  
11. Where required partner sends updated marketing material to the Manager, Compliance, CUP for final approval. PP  

Timelines

Below is an estimated timeline on the approval process for all FedUni Marketing Material:

Responsible Type of Marketing Material Est. Duration
CUP approval Marketing material does not contain content requiring approval by faculty. 1 week
Faculty & CUP approval Faculty to approve marketing material if it includes academic course content, such as: course outline, entry requirements, RPL, course objectives, requirements, application method, content, teaching resources, delivery methods, learning facilities, career opportunities and assessment.
CUP then approves marketing material after the School has approved content.
4 weeks

Responsibilities

Associate Dean of Engagement

Manager, Compliance, Centre for University Partnerships

Partner Provider

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
University Publications- hardcopy Forward to Records Management Services for archiving Manager, Compliance, Centre for University Partnerships Retain one copy permanently
University Publications - electronic Store in Corporate Records Management System Manager, Compliance, Centre for University Partnerships Retain one copy permanently

Implementation

This procedure will be implemented using the following strategies:

  1. An Announcement Notice under ‘Current News’ on the ‘FedNews’ website and on the ‘What’s New’ page on the ‘Policies and Procedures @ FedUni’ website to alert the University-wide community of the approved Procedure.
  2. Student Recruitment Manager, FedUni to email all Partner Providers to announce the new procedure and implementation date.