Approval and Maintenance of Award Courses (Higher Education) Procedure

Policy code: AG1252
Policy owner: Chair, Curriculum Committee
Approval authority: Provost
Approval date: 24 July 2024
Next review date: 27 May 2025

Purpose
Scope
Legislative Context
Definitions
Actions
1. Creating a new course
2. Amending an existing course
3. Rebadging an existing course/adding a new badged stream
4. Discontinuing an existing course
5. Creating a new unit
6. Amending an existing unit
7. Discontinuing or reactivating a unit
8. Expedited approval process
9. Standard credit points
10. Nomenclature of Sealed Awards (Higher Education)
11. Examples
Responsibilities
Supporting documents
Implementation
Promulgation
Records management

Purpose

This procedure describes the processes used to approve the following for higher education courses and units:

  • New award courses
  • Amendments to award courses
  • Discontinuation of award courses
  • Non-award enabling and foundation courses
  • New units
  • Amendments to units
  • Discontinuation and reactivation of units

Scope

This procedure applies to the approval and maintenance of all higher education award courses (including higher degree by research), non-award enabling and foundation courses, and units that are newly created, to be amended, reactivated, or discontinued.

Legislative Context

Definitions

Term Definition
AB Academic Board
CC Curriculum Committee
Course A course of study/research leading to the granting of an official award or qualification of the University contained in the University’s Higher Education Current Award Courses register. A course contains subsidiary elements referred to as units.
CRICOS Commonwealth Register of Institutions and Courses for Overseas Students
Curriculum Centre The University’s approved records management system for curriculum records.
Degree with Honours A four-year degree where an honours year is embedded into the course as a fourth year of study.
Discipline – Generic Refers to the broad area of study and for most institutions is historically based, eg Arts, Science, Applied Science, Computing or Business.
Dual Award One VET award and one undergraduate degree - the student is eligible to receive two testamurs, for example, Bachelor of Arts and Diploma of Business (Office Administration).
Double Degree Two undergraduate degrees -the student is eligible to receive two testamurs, for example, Bachelor of Arts and Bachelor of Computing.
Enabling course A non-award course that prepares and enables domestic students, on completion, to undertake a higher education award course. It does not include a course that, in itself, leads to a higher education or VET award, or that the Minister determines is not an enabling course (HESA Schedule 1 and Ministerial determination). While students may receive credit towards a higher education award course for units undertaken in their enabling course, a course that consists primarily of units that lead to the higher education award that students are preparing to undertake would not be considered an enabling course. Requirements for enabling courses are set out in section 6.7 of the Higher Education Administrative Information for Providers (AIP).
Foundation course A nationally-recognised, CRICOS-registered, non-award course that equips international students with the skills for entry into an Australian higher education course. A foundation course provides international students with an academic entry pathway to undergraduate study or its equivalent and must comply with requirements set out in the National Standards for Foundation Programs.
GPS Global Professional School
GRS Graduate Research School
HEBAC Higher Education Business Approval Committee
Honours course A single year of study (or equivalent) following on from a Bachelor's degree consisting of 120 credit points (or equivalent).
Joint Degree One undergraduate degree (branching across two discipline areas). The student is eligible to receive one testamur, for example, Bachelor of Education/Bachelor of Technology
Level Defined under the Australian Qualifications Framework AQF guidelines and corresponds to the level of study
New course A course not currently listed on the University’s Higher Education Current Award Courses register.
Non-award course An individual short course, unit, or series of units that does not, in itself, lead to a qualification or award covered by the Australian Qualifications Framework.
PMC Program Management and Completions
Post-nominal The award abbreviation displayed after a person’s name to indicate their educational qualifications.
Register of award courses The Higher Education Current Award Courses register lists all sealed awards which can be awarded by the University. The register is maintained by the Manager, Registrar Services and includes all qualifications/courses included on the Scope.
Specialisation – Badge Specific An appropriate qualifier to the preceding generic term. It is an optional appellation to a broad area of study, which may indicate a specific area of expertise. Such expertise is most likely attained when 50% of the units, which make up the award, are based in this discipline. Guidelines for appropriate badge specific terms are given in the style section of this document.
With Distinction When academic performance is of a very high standard throughout a specified three or four year Bachelor's degrees at AQF7 level, a degree 'with Distinction' (not bracketed) may be granted. A grade point average of 6.5 or greater is required.

Actions

As part of the planning process, it is important to factor in the deadlines below before proposing/changing courses and units.

Activity Deadline
Domestic Admissions New/amended courses approved after June may not be included in CourseSearch (previously known as the VTAC guide).
International Admissions Courses are opened for applications 12 months in advance for international students. Therefore, courses to be offered to international students should be approved at least 12 months prior to the commencement date.
Domestic Marketing

Course approvals should align with marketing plans 12 months ahead of the intake year. e.g. A course approved in 2024 will be marketed throughout 2025 (includes appropriate budget allocation) for 2026 intake year.

To be included in the domestic course guide (published & digital) new courses must be approved by September.
International Marketing To be included in the international course guide (published & digital) new courses should be approved by February. This ensures locations, fees, intakes and CRICOS codes are confirmed by April.
Timetabling

Timetabling undertakes a 12-month data collection of the forthcoming year’s timetable between June-August.

  • Course confirmations form the initial basis of data collection. All new/modified courses should be confirmed by June of the year prior to commencement. Course confirmations received after August risk late inclusion for enrolment that opens in mid-October.
  • Unit delivery should be confirmed by August of the year prior to commencement as activities are scheduled in draft format by September. Course/unit additions/modifications post August risk unsuitable activity location, times, and/or staffing.
Student HQ If amended courses are approved after September, students may be enrolled into incorrect units. Student HQ will be required to review individual study plans and contact students to withdraw and re-enrol into units in the updated structure.
Summary:
1. Creating a new course
2. Amending an existing course
3. Rebadging an existing course/adding a new badged stream
4. Discontinuing an existing course
5. Creating a new unit
6. Amending an existing unit
7. Discontinuing or reactivating an existing unit

1. Creating a new course

  Activity Responsibility Steps
A. Complete the Initial Course Proposal and Business Case Form Executive Dean of Institute/Dean of GPS/GRS
  1. Complete the Initial Course Proposal and Business Case form.
    • Note: New higher degree by research course proposals should be proposed via the relevant Institute where it is discipline-specific, or via GRSB where the proposal encompasses multiple disciplines.
    • Data and Reporting may assist with providing load and demand data for inclusion in the course proposal. Financial Services may assist with the development of financial data.
    • It is recommended that a discipline expert discuss the proposed course with a marketing specialist to obtain specialised marketing advice to inform the business case.
B. Submit the Initial Course Proposal and Business Case Form for approval Executive Dean of Institute/Dean of GPS/GRS
  1. Submit the Initial Course Proposal and Business Case to HEBAC for consideration.
C. Approve or reject the Initial Course Proposal and Business Case HEBAC
  1. Consider and approve or reject the Initial Course Proposal and Business Case.
  2. If approved, request Institute/School to develop a new course object and course rules in curriculum centre for Academic Board approval.
  3. If not approved, the Institute/School will be advised accordingly including reasons.
D. Develop a new course object and course rules Institute/School
  1. If the Initial Course Proposal is approved by HEBAC, create and complete the new course object and course rules in curriculum centre.
  2. Outline specific pathways and articulation arrangements.
    • Where possible, graduate certificates and graduate diplomas should be included within coursework Masters courses. That is, there should be full articulation from each of the course levels. Course proposals should clearly identify the requirements of each level and the articulation between each.
    • Where courses are fully articulated, if a studentenrolled in a higher-level course has to exit that course before completing all academic requirements they should be recommended for a lower-level course (one only) if the academic requirements for that course have been met. 
    • Candidates who have been awarded a lower-level qualification in a fully articulated course will retain that qualification should they proceed to a higher-level course
  3. Any new units in the new course require creation in curriculum centre as per section 5 of this procedure for approval by Institute/School Board.
E. Submit the new course object and course rules to Institute/School Board for endorsement Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the new course object and course rules to Institute/School Board for endorsement.
  2. If the new course is endorsed by Institute/School Board, it will be workflowed to Curriculum Committee for endorsement. Institute/School Board may require corrections to the documentation prior to progressing the workflow to Curriculum Committee.
  3. If the new course is not endorsed, the proponent will be advised of the reasons for rejection.
F. Submit the new course object and course rules to Curriculum Committee for endorsement Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the new course object and course rules to Curriculum Committee for endorsement.
    • Note: minutes of the  Institute/School Board meeting at which the new course was endorsed are also required.
    • A representative from the Institute/School may be required to be present to speak to the course proposal.
  2. If the new course is endorsed, it will be workflowed to Academic Board for approval. Curriculum Committee may require corrections to the documentation prior to progressing the workflow to Academic Board.
  3. If not endorsed by Curriculum Committee, the Institute/School will be advised of the reasons for rejection.
G. Submit the new course object and course rules to Academic Board for approval. Executive Officer or Chair, Curriculum Committee
  1. In curriculum centre, workflow the new course object and course rules to Academic Board for approval.
H. Approve or reject the new course Academic Board
  1. If the new course is approved, the new course object and course rules will be workflowed to PMC for actioning.
  2. If the new course is not approved by Academic Board, the Institute/School will be advised of the reasons for rejection.
I. Ratify the new course Manager, Registrar Services
  1. Following Academic Board approval, the course will be added to the Higher Education Current Award Courses register and the University approved student management system.
J. Undertake course implementation processes Executive Dean of Institute/Dean of GPS/GRS
  1. Provide information to relevant stakeholders to update marketing material and the University’s website information.
K. Prepare for delivery to international students GPS
  1. Advise PMC of CRICOS codes so they can be added to the University approved student management system before it can be delivered to international students onshore in Australia

2. Amending an existing course

  Activity Responsibility Steps
A. Amend the course object and/or course rules Institute/School
  1. Amend the existing course object and/or course rules in curriculum centre.
  2. If the course amendment includes the addition of newunits, all new units must be approved as per section 5 of this procedure.
  3. If the change only involves an adjustment to the teaching semester in which a core unitwill be delivered or adding a new physical location or administrative plan to an existing course, the minor course amendment workflow should be selected to enable approval by the Director, Learning and Teaching (or GPS/GRS equivalent).
  4. If more than 50% of the units in a course are to be changed (defined as 50% amended unit titles and/or codes, or new units substituted), then the item should be treated as a new course (see section 1) and a new course code will be required. HEBAC approval of a new business case will not be required.
B. Submit the amended course object and/or course rules to Institute/School Board for endorsement Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the amended course object and/or course rules to Institute/School Board for endorsement.
  2. If the amended course is endorsed, it will be workflowed to Curriculum Committee for approval. Institute/School Board may require corrections to the documentation prior to progressing the workflow to Curriculum Committee.
  3. If the amended course is not endorsed, the proposer will be advised of the reasons for rejection.
C. Submit the amended course object and/or course rules to Curriculum Committee for approval Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the amended course object and/or course rules to Curriculum Committee for approval.
  2. If the new course is approved, it will be workflowed to PMC for actioning. Curriculum Committee may require corrections to the documentation prior to progressing the workflow to PMC.
  3. If not approved by Curriculum Committee, the Institute/School will be advised of the reasons for rejection and may be invited to revise and resubmit.
D. Update the University approved student management system Manager, Registrar Services
  1. Update the University approved student management system.
E. Submit the amended course to Academic Board for noting Executive Officer, Curriculum Committee
  1. Submit to Academic Board for noting.

3. Rebadging an existing course/adding a new badged stream

  Activity Responsibility Steps
A. Prepare rebadged course object and course rules in curriculum centre Institute/School
  1. Copy the existing course record and course rules in curriculum centre and select the rebadging workflow. Enter the new code and title and make other amendments as appropriate. Any amendments to course structurewill need to be completed and workflowed in the course rules.
    • Note: Contact Program Management and Completions for a new course code.
B. Submit the rebadged course object to Institute/School Board for endorsement Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the rebadged course object and course rules to Institute/School Board for endorsement.
  2. If the rebadged course/new badged stream is endorsed, it will be workflowed to Curriculum Committee for approval. Institute/School Board may require corrections to the documentation prior to progressing the workflow to Curriculum Committee.
  3. If the rebadged course/new badged stream is not endorsed, the proposer will be advised of the reasons for rejection.
C. Submit the rebadged course object to Curriculum Committee for approval Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the rebadged course object and course rules to Curriculum Committee for approval.
  2. If the new course is approved, it will be workflowed to PMC for actioning. Curriculum Committee may require corrections to the documentation prior to progressing the workflow to PMC.
  3. If not approved by Curriculum Committee, the Institute/School will be advised of the reasons for rejection and may be invited to revise and resubmit.
D. Submit the rebadged course to Academic Board for noting Executive Officer, Curriculum Committee
  1. Submit to Academic Board for noting.
E. Update the Higher Education Current Award Courses and/or Non-Current Award Courses register Manager, Registrar Services
  1. Add the rebadged course/new badged stream to the Higher Education Current Award Courses register and, if replaced, move the old course details to the Higher Education Non-Current Award Courses register.
  2. Update the University approved student management system.

4. Discontinuing an existing course

  Activity Responsibility Steps
A. Prepare the course discontinuation in curriculum centre Institute/School
  1. Find the existing course record and course rules in curriculum centre, select the course discontinuation workflow, and complete the rationale for discontinuation.
B.

Submit the course discontinuation to Institute/School Board for endorsement

 

 Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the course discontinuation to Institute/School Board for endorsement.
  2. If the course discontinuation is endorsed, it will be workflowed to Curriculum Committee for approval. Institute/School Board may require corrections to the documentation prior to progressing the workflow to Curriculum Committee.
  3. If the course discontinuation is not endorsed, the proposer will be advised of the reasons for rejection.
C. Submit the course discontinuation to Curriculum Committee for approval Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the course discontinuation to Curriculum Committee for approval.
  2. If the new course is approved, it will be workflowed to PMC for actioning. Curriculum Committee may require corrections to the documentation prior to progressing the workflow to PMC.
  3. If not approved, the Institute/School will be advised of the reasons for rejection.
D. Submit the course discontinuation to Academic Board for noting Executive Officer, Curriculum Committee
  1. Submit to Academic Board for noting.
E. Updating Higher Education Current Award Courses and/or Non-Current Award Courses registers Manager, Registrar Services
  1. All discontinued courses are to be moved from the Higher Education Current Award Courses register to the Higher Education Non-Current Courses register.
  2. Update the University approved student management system.

5. Creating a new unit

  Activity Responsibility Steps
A. Prepare the pre-approval section of the new unit object for Provost approval Executive Dean of Institute/Dean of GPS/GRS
  1. Create a new unit object in curriculum centre.
  2. Complete the pre-approval section of the new unit object.
B. Submit for Provost pre-approval Institute/School
  1. In curriculum centre, workflow the new unit object to the Provost for pre-approval.
  2. If approved, complete the rest of the new unit object in curriculum centre for Institute/School Board approval.
  3. If not approved, the Provost will inform the Institute/School of the reasons for rejection.
C. Complete the new unit object Institute/School
  1. Complete the new unit object in curriculum centre including the new unit outline and rationale section. Refer:
    • Guidelines for Unit Outline HE Form
    • Supplementary Guidelines (Learning Outcomes and Assessment)
  2. If a unit code or title is changed, even if there is no change to the unit curriculum, submit as a new unit, and discontinue the current unit if it is no longer required.
D. Submit the new unit object to Institute/School Board for approval Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the new unit object to Institute/School Board for approval.
  2. If the new unit is approved, it will be workflowed to PMC for actioning. Institute/School Board may require corrections to the documentation prior to progressing the workflow to PMC. The new unit object must also be listed for noting on the proposal to Curriculum Committee.
  3. If not approved, the proposer will be advised of the reasons for rejection.
  4. If a series of new units over a period of 1 year affects greater than 33% of the structure of a course, a course amendment must also be completed and submitted to Curriculum Committee for approval - Refer to section 2 of this procedure.
  5. If a new unit affects the structure of a course, a course rules amendment must also be submitted to Curriculum Committee via the course amendment workflow for approval.
E. Update the University approved student management system Manager, Registrar Services
  1. Update the University approved student management system.

6. Amending an existing unit

  Activity Responsibility Steps
A. Amend the unit object in curriculum centre Institute/School
  1. Open the existing unit object in curriculum centre and complete the amendment.
  2. If a unit code or title is changed, even if there is no change to the unit curriculum, submit as a new unit, and discontinue the current unit if it is no longer required.
B. Submit the amended unit to Institute/School Board for approval

Executive Dean of Institute/Dean of GPS/GRS

Director, Learning and Teaching/Dean GPS/GRS (or nominee)
  1. In curriculum centre, workflow the amended unit object to Institute/School Board for approval.
  2. If the amended unit is approved, it will be workflowed to PMC for actioning. Institute/School Board may require corrections to the documentation prior to progressing the workflow to PMC. The amended unit object must also be listed for noting on the proposal to Curriculum Committee.
  3. If not approved, the proposer will be advised of the reasons for rejection.
  4. Minor unit amendments can be approved by the Director, Learning and Teaching/Dean GPS/GRS (or nominee) and noted by Institute/School Board. Minor modifications are limited to spelling, punctuation and grammar corrections and minor edits to the description of the unit and unit content fields, to a maximum of 10% change to the overall unit outline.
C. Update the University approved student management system Manager, Registrar Services
  1. Update the University approved student management system.

7. Discontinuing or reactivating a unit

  Activity Responsibility Steps
A. Complete the unit discontinuation or reactivation in curriculum centre Institute/School
  1. Open the existing unit object in curriculum centre, select amendment, and complete the unit discontinuation or reactivation.
B. Submit the unit discontinuation or reactivation to Institute/School Board for approval Executive Dean of Institute/Dean of GPS/GRS
  1. In curriculum centre, workflow the unit discontinuation or reactivation to Institute/School Board for approval.
  2. If the unit discontinuation or reactivation is approved, it will be workflowed to PMC for actioning. Institute/School Board may require corrections to the documentation prior progressing the workflow to PMC. The amended unit object must also be listed for noting on the proposal to Curriculum Committee.
  3. If not approved, the proposer will be advised of the reasons for rejection.
C. Update the University approved student management system and Register – Discontinued Units Manager, Registrar Services
  1. Update the University approved student management system.
  2. For a discontinued unit, add to the Register – Discontinued Units.
  3. For a reactivated unit, remove from the Register – Discontinued Units.

8. Expedited approval process

In exceptional circumstances, where an urgent decision is required, the Executive Dean of the Institute/Dean of GPS/GRS may submit a written request to the Provost to activate the expedited approvals process for a new, modified, or rebadged course. The request must include:

  • The reason for requesting expedited approval;
  • Any potential impacts of expedited approval, including accreditation, university portfolios, resourcing, staff and students;
  • Proposed teaching period of commencement of course/introduction of changes.

If approved by the Provost, the Institute/School must notify the Chairs of Curriculum Committee and Academic Board of their intention to activate the following expedited approvals process:

  1. Institute/School Board: endorsement of the new, modified, or rebadged course may be sought via circulatory resolution or out-of-session special meeting. In exceptional circumstances, where an out-of-session meeting or circulatory resolution is unlikely to be quorate (e.g. immediately prior to the end-of-year university shutdown period), the Executive Dean/Dean may seek Provost approval to endorse the recommendation on behalf of the Board.
  2. Curriculum Committee: the Chair, Curriculum Committee may call an out-of-session special meeting to consider the recommendation. In the case of a course modification or rebadging of course, where the Chair judges the recommendation to be straightforward and the paperwork complete, a circulatory resolution may be utilised.
  3. Academic Board: for new courses, the Chair, Academic Board may call for a circulatory resolution or out-of-session special meeting to approve the recommendation. Course modifications and rebadged courses that have been approved by Curriculum Committee via the expedited process will be noted at the next scheduled Academic Board meeting.

9. Standard credit points

Variations

Credit points provide an indication of the estimated hours of learning activities necessary for a student achieving an average performance needs undertake to achieve the objectives of the unit.

A standard system of credit points based on student workload is to be used for all University higher education units as follows:

  1. One (1) credit point is the standard value of approximately ten (10) hours of learning activity directed at achieving the objectives of a unit for a student achieving an average performance. Acceptable variations to the total time commitment are in the range of ± 20%.
  2. Fifteen (15) credit points is the standard value per unit.
  3. A semester coursework workload for an average student is approximately 600 hours.
  4. The credit point value of a unit is constant regardless of the course and year in which the unit is taken.
  5. Sixty (60) credit points is the standard value of one FTE teaching period workload in a course and 120 credit points is the standard value of one year’s FTE workload in a course.

All units will be expected to conform to the standard credit point value including those relating to practical, clinical, practicum, fieldwork, work and teaching experience.

Variations

While most units have a standard credit point value of 15, credit points per unit can range from 5 to 60. In some cases, zero-point units operate for units approved prior to August 2022 for work experience/placements in industry without learning activities at the University. These units were deemed a compulsory prerequisite (eg. hurdle requirements) to undertake a future unit or to receive the award. NOTE: Proposed new units from August 2022 should not be zero-point units. Institutes/Schools should apply for a variation at the proposal stage or through a course review if there is a belief that this policy is unsuitable for a unit or impractical to implement under particular conditions. Reasons for variation must be in the unit and course documentation submitted to Curriculum Committee. The variation applies until the following review when the Institute/School would need to justify a further variation of these units.

10. Nomenclature of Sealed Awards (Higher Education)

  Activity Responsibility Steps
A. Conventions for naming awards Institute/School
  1. Use ‘of’ to link the awardlevel to discipline (except Certificates).
  2. Use ‘and’ to link double degrees and dual awards.
  3. Use '/' to separate the two components of a joint degree.
  4. Use a single set of brackets to show the specialisation - badge-specific. It should be brief, specific and informative. Capitalise all major words and do not use punctuation within the brackets.
  5. Use 'and' rather than '&'.’
B Conventions for Assigning a Post-Nominal Institute/School
  1. Use the abbreviations listed in Federation University Post-Nominals Index (XLSX 19.3kb)
  2. Use an unambiguous abbreviation e.g. Engineering abbreviated to Eng and English abbreviated to Engl.
  3. Use a mix of upper and lower case to distinguish the individual words within the award title.
  4. Use brackets to contain the specialisation.
  5. Do not use spaces or full stops in the abbreviation Use “/” to separate the two components of joint degrees. Do not use full stops.

11. Examples

Single Awards
Level   Discipline:
Generic		 Optional Specialization: badge-specific in brackets Honours – if appropriate Post-Nominal
Certificate III in Plumbing     CertIIIPlumbg
Diploma of Graphic Design     DipGraphDes
Advanced Diploma of Building Design (Architectural)   AdvDipBldDes(Arch)
Bachelor of Arts (Social Sciences) (Honours) BA(SocSc)(Hons)
Bachelor of Commerce   (Honours) BCom(Hons)
Bachelor of Commerce (Accounting)   BCom(Acc)
Bachelor of Business (Marketing and Information Technology)   BBus(Mkt&IT)
Master of Strength and Conditioning     MStr&Cond
Double Degrees
Two components Post-Nominal
Bachelor of Commerce/Bachelor of Business BCom/BBus
Joint Degrees
Two components Post-Nominal
Bachelor of Arts/Bachelor of Business BA/BBus

Responsibilities

  • Provost (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
  • Chair, Curriculum Committee (as the Document Owner) is responsible for maintaining the content of this procedure as delegated by the Provost.

Supporting documents

Forms

Implementation

The Approval and Maintenance of Award Courses (Higher Education) Procedure is to be implemented throughout the University via:

  • An Announcement Notice under 'FedNews' website and through the University Policy - 'Recently Approved Documents' webpage to alert the University-wide community of the approved Procedure;
  • Inclusion on the University Policy, Procedure and Forms website; and/or
  • Distribution of emails to appropriate staff.

Promulgation

The Approval and Maintenance of Award Courses (Higher Education) Procedure is to be communicated throughout the University via:

  • An Announcement Notice under 'FedNews' website, FedEngage and through the University Policy - 'Recently Approved Documents' webpage to alert the University-wide community of the approved Procedure;
  • Inclusion on the University Policy, Procedure and Forms website; and/or
  • Distribution of emails to appropriate staff.

Records management

Title Location Responsible Officer Minimum Retention Period
Master set of curriculum records prepared in curriculum centre and submitted for approval Curriculum centre Executive Dean of Institute/Dean of GPS/GRS Permanent

Master set of curriculum records prepared outside curriculum centre and submitted for approval or accreditation including:

  • Initial Course Proposal and Business Case Form
  • Supporting documentation
 The University’s approved records management system Executive Dean of Institute/Dean of GPS/GRS Permanent

Unapproved curriculum records, draft and working papers prepared outside curriculum centre including:

  • Initial Course Proposal and Business Case Form
  • Supporting documentation
 The University’s approved records management system Executive Dean of Institute/Dean of GPS/GRS Destroy 3 years from date of last action
Institute/School Board Agenda and Minutes – Master Copy The University’s approved records management system Institute/School Board Executive Officer Permanent
Curriculum Committee Agenda and Minutes – Master Copy The University’s approved records management system Curriculum Committee Executive Officer Permanent
Academic Board Agenda and Minutes – Master Copy The University’s approved records management system Academic Board Executive Officer Permanent
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Approval and Maintenance of Award Courses (Higher Education) 
 Glossary


Policy Glossary

Approval Authority: Provost Original Issue 26/02/2003
Policy Sponsor: Chair, Curriculum Committee Current Version: 24/07/2024
CRICOS Provider Number 00103D Review Date: 27/05/2025
TEQSA Provider ID: PRV12151 Provider Category: Australian University
RTO Code 4909 Policy Code AG1252