This procedure describes the operational aspects of University’s Quality Framework. The University is committed to ensuring effective internal governance and quality assurance practices across the University.
Quality assurance processes at the University are continually monitored to determine whether the policies, procedures and operational practice which form the foundation of the Quality Framework are effectively implemented and maintained. These processes also provide opportunities to review practices and identify potential areas for improvement.
This procedure applies across all areas of the University responsible for ensuring sound quality assurance processes within the School or operational area. This procedure details how internal quality assurance and internal and external governance reviews are conducted.
The University’s multiple levels of audits complement each other and are designed to ensure an overarching, consistent and independent audit approach.
- Federation University Australia Act 2010
- Education Services for Overseas Students Act 2000 (ESOS)
- Financial Management Act 1994 (VIC)
- Tertiary Education Quality and StandardsAgency Act 2011 (TEQSA Act)
- Higher Education Standard Framework (Threshold Standards) 2021
The statutory requirements of the following regulatory bodies are adhered to:
- Australian Skills Quality Authority ASQA
- Victorian Registration Qualifications Authority VRQA
- Tertiary Education Quality and Standards Agency (TEQSA)
- Department of Education; VET Funding Contract
Term | Definition |
Advisory reviews | Advisory reviews are intended to provide the Audit and Risk Committee with an independent progress assessment of the existing control effectiveness and procedural compliance levels of core operational processes and systems that are being implemented across the university. |
Compliance | Compliance can be demonstrated by clear adherence to the required regulatory requirements and University policy and procedure. A compliant result demonstrates general compliance with the specified standard/s policy or procedure as nominated within the audit. |
ESOS Act | Education Services for Overseas Students Act (2000) |
Internal audit
|
Independent financial and operational reviews that assess the control effectiveness of the University’s business processes, evaluate the adequacy of risk controls and to examine the level of operational compliance with University policies, procedures and key regulatory obligations. Internal audits highlight process gaps and opportunities for improvement through recommendations to senior management to improve the University’s internal controls, operational compliance and risk management processes |
Non-Compliance | An observation from evidence available that practices do not comply with the requirements of the quality management system. |
Non Compliance – Rectification (NCR) Request |
A request that action is required to determine, the root cause and corrective actions for a non-compliance. |
Partial Compliance
|
Partial Compliance may be recognised when the intent to achieve compliance can be clearly demonstrated through evidence to support adherence to the required regulatory requirements and University policy and procedure, achieving most of the major objectives – but not all. |
Quality Audit |
An independent, systematic, and documented assessment of practice to ensure the control processes established by the University are achieving the ongoing compliance against the Quality Framework. Quality audits also provide an independent review of the operational practice reviews. |
University Governance and Management Committees | Relevant committees that support the academic, operational and quality governance of the University's programs and operations. These include, but not limited to: Council and Committees of Council, Academic Board, Curriculum Committee, Learning and Teaching Quality Assurance Committee, International Education Committee and VET Curriculum Quality Committee or their future equivalents. |
Activity | Responsibility | Steps | |
1. | Plan Internal Quality audit | Manager, Policy and Quality Services |
The Internal Quality Audit schedule is developed and released quarterly, in consultation with relevant stakeholders taking into account:
|
2. | Conduct Audits. | Quality Services |
|
3. |
Report on Quality Audits |
Quality Services/ Auditee |
|
4. |
Review non-compliances and proposed rectifications |
Quality Services |
|
5 | Committee and Operational Area Quality Audits |
Operational Areas University Governance and Management Committees |
Audits are conducted and reported in line with the internal business process of the operational area or committee conducting the audit. |
The purpose of ESOS and HESF audits is to ensure that the University is compliant with the ESOS Act 2000, the National Code 2018 and the Higher Education Standards Framework. On and off shore partners who deliver University programs to international students will be audited for ESOS and/or HESF compliance
Activity | Responsibility | Steps | |
1. | Plan Partner Provider ESOS and HES Audit (On & Off Shore) and on-campus ESOS audits. | Manager, International and Strategic Compliance |
|
2. | Conduct Audit | Manager, International and Strategic Compliance |
When conducting an ESOS / HES audit, use the relevant audit template for guidance for areas of required compliance to be audited. The audit templates are:
Provide the template to the partner and / or Schools / Sections to assist with their preparation. For the desktop audits meet with University staff, review student management systems, review partner websites and request materials electronically from the partner. Where necessary due to responses in the self-assessment and / or result of a desktop audit a follow-up onsite audit will be conducted even if not listed in the audit schedule. The lead auditor is responsible for an Onsite Audit – Opening Meeting. Meet with the senior partner and / or School / section staff involved in the audit to ensure that they are clear about the processes and activities to be undertaken by the auditing team. The following should be discussed at the meeting:
|
3. | Report on International and Partnerships Compliance Audits: | Manager, International and Strategic Compliance |
Recording Information:
Audit Report Structure Upon completion of an audit, a report documenting the findings of the audit must be completed. For partner audits clearly itemise under each area audited and at the end of each report in the section titled “Summary of Audit Findings” including the compliant (C), non-compliant (NC) and improvement opportunities (IO). For on-campus ESOS audits attach a Non-compliance Rectification request (NCR) to the report.
If the audited partner and / or School / section advise that they have rectified the non-compliances listed in the report, do not remove from report. The report reflects what was found on the actual day of the audit, but an additional note can be added to advise that the non-compliance no longer exists. Evidence must be provided.
|
4. | Review International and Partnerships Compliance Audits: | Manager, International and Strategic Compliance |
|
Internal Audits are an integral part of the University's Governance framework. The function provides the University Council and Audit and Risk Management Committee with independent and objective assurance that internal controls are operating as intended and that they are adequate to minimise risk and assist the University to achieve its strategic goals.
The Internal Audit function also assist the University to achieve sound managerial review over all of its operations to ensure that activities are being carried as effectively and efficiently as possible.
Activity
|
Responsibility | Steps | |
1 | Plan: Develop 3 - 4 year Strategic Internal Audit Plan and Annual Internal Audit Work Plan |
Associate Director, Risk and Integrity/Internal Auditors Audit and Risk Management Committee |
|
2 | Conduct: Determine Internal audit scope and conduct audit |
Associate Director, Risk and Integrity/Internal Auditors Audit and Risk Management Committee |
|
3 | Report: Draft Internal audit reports and submit for approval |
Director, Governance and Strategy Audit and Risk Committee |
|
4 | Review: Audit actions and regulatory compliance status briefings | Associate Director, Risk and Integrity and Vice- Chancellor |
|
Council is required to review its operation and performance in accordance with the standing Council resolution CM5/05/08, Procedure for Assessment of Council Members Performance and Universities Australia ‘Voluntary Code of Best Practice for the Governance of Australian Universities’.
In accordance with the standing resolution, Council will undertake a formal assessment of the performance of Council and its Standing Committees on an annual basis and a comprehensive external review at least every five years.
Activity | Responsibility | Steps | |
1. | Plan to conduct a review of Standing Committees of Council | Executive Officer – Council and Committees of Council |
Evaluation form for Assessment of Committee Performance is distributed annually in October to each Standing Committee. A complete listing of the Standing Committees of Council can be found on the Council web site at https://federation.edu.au/staff/governance/feduni-council/council-committees The criteria for the evaluation must align with each Committee’s Terms of Reference and responsibilities. |
2. | Standing Committee conduct review | Executive Officer – Council and Committees of Council | Once the Standing Committee has conducted its review, responses are collated, de-identified and summarised into a document which is then reviewed by the Committee. |
3. | Review tabled at Governance and Strategy Committee and Council for consideration | Executive Officer – Council and Committees of Council | The summarised review document from the Standing Committee is sent to the November meeting of Governance & Strategy Committee and then forwarded as soon as practicable thereafter to Council. |
4. | Results from the Standing Committee reviews are considered by the Council | Chancellor |
Results from the Standing Committee reviews are considered by the Chair of the Standing Committee and then forwarded to the Governance & Strategy Committee when conducting the annual Terms of Reference review for each standing committee. The Governance & Strategy Committee conducts annual reviews in February of the Terms of Reference of all Council standing committees to ensure currency and relevance. |
Activity | Responsibility | Steps | |
1. | Self-evaluation process is issued and completed to assess the committee’s performance. |
Executive Officer – Council and Committees of Council Governance & Strategy Committee |
An annual on-line self-evaluation form is made available around the end of November, to all members of Council for the assessment of the committee’s performance. The Governance and Strategy Committee reviews the content of the survey each September, and forwards to Council at its October meeting for approval prior to the survey going ‘live’ around November. |
2. | Development of a report detailing the results of the surveys | Council Secretary |
Once all members of Council have completed the evaluation, a comprehensive report detailing the results of the individual surveys will be developed. This confidential report is provided only to the Chancellor for consideration. |
3. | Chancellor reviews and discusses feedback. | Chancellor | The Chancellor will meet with each Council member individually to discuss their feedback. |
4. | Responses are collated and tabled at Council for review and discussion | Executive Officer – Council and Committees of Council | The collated and de-identified responses are summarised into a document which is then provided to Council at its first meeting of the following year, for review and discussion. |
5. | Development of an Action Plan to address findings. | Chancellor | An Action Plan addressing the issues identified is developed and monitored by Council to ensure the implementation of relevant modifications. |
Activity | Responsibility | Steps | |
1. | A tender is issued to conduct a review of the University’s Council. | Deputy Vice-Chancellor - Global & Engagement/Director, Governance and Strategy |
In the early part of the year in which an external review is to be conducted, a tender is to be issued inviting submissions from external consultants to conduct a review of the University’s Council. Council is required to review its operation and performance in accordance with the standing Council resolution CM5/05/8, the HESF, Procedure for Assessment of Council Members Performance and Universities Australia ‘Voluntary Code of Best Practice for the Governance of Australian Universities’. |
2. | A consultant is appointed to conduct the review | Director, Governance & Strategy | A consultant should be appointed by the end of February. |
3. | In consultation, an appropriate evaluation will be developed to cater for the needs and circumstance of Council. | Chancellor |
A finalised format for the evaluation should be available as soon as practicable so that the review can commence in May. The evaluation will be designed to meet the current and future requirements for the governance of the University. This includes identifying any needed skills and expertise which would contribute to effective governing. |
4. | Development of a report detailing the results of the surveys | Chancellor |
Once all members of Council have completed the evaluation, a comprehensive report detailing the results of the individual surveys will be developed. As the full evaluation may take place over several weeks Council will be provided with regular updates on the status of the review. |
5. | Report is provided for consideration at Council | Chancellor |
A final report including an Executive Summary and Recommendations to be provided for the consideration of the Governance & Strategy Committee at its July meeting. This will be forwarded to the September meeting of Council for review and discussion. |
6. | An Action Plan is to be developed, implemented and monitored by Council | Chancellor |
An Action Plan addressing the issues identified is developed, implemented and monitored by Council to ensure the achievement of the recommendations. This Plan should include timelines for the completion of all actions. The Action Plan should be approved at the final meeting of Council for the year. Actions should be incorporated into the Council Schedule of Business to ensure relevant actions are implemented. |
Academic Board is required to review its operation and performance in accordance with the standing Council resolution CM7/08/8, the HESF, Procedure for Assessment of Council Members Performance and Universities Australia ‘Voluntary Code of Best Practice for the Governance of Australian Universities’.
In accordance with the standing resolution, Academic Board adopted a systemic and regular reviewing of its own and that of its Standing Committees performance. Academic Board will undertake self- assessments on an annual basis and a formal review with external and internal representation every three years.
Activity | Responsibility | Steps | |
1. | Development of a self-evaluation which is distributed all members of Academic Board and its Standing Committees |
Academic Board Executive Executive Officer – Academic Secretariat |
A brief concise self-evaluation is developed by Academic Board Executive each year to be distributed electronically / hard copy to all members of Academic Board and its Standing Committees. This self-evaluation is distributed following the second last meeting for Academic Board and each of its Standing Committees annually. Academic Secretariat will send reminders to Board and Committee members to ensure that all self-assessments are returned. A complete listing of the Standing Committees of Academic Board can be found on the Academic Board web site http://federation.edu.au/staff/governance/academic-board/standing-committees. |
2. | Members complete self-evaluation | Executive Officer – Academic Secretariat | Once all members of Academic Board and its Standing Committees have completed the self-evaluation, a brief report detailing the results of the assessment will be developed. |
3. | Academic Board Annual Report is developed | Executive Officer – Academic Secretariat |
The collated and de-identified responses are summarised into a document which becomes part of the Academic Board Annual Report. The results are also provided to Council at its first meeting of the following year for consideration. |
4. | Action Plan is developed and monitored by Academic Board | Executive Officer – Academic Secretariat | An Action Plan addressing any issues identified is developed and monitored by Academic Board to ensure the implementation of relevant modifications. |
Activity | Responsibility | Steps | |
1. | Academic Board Executive to develop Terms of Reference for the conducting of the formal review of Academic Board. | Academic Board Executive |
These Terms of Reference must be submitted to Council for approval at the June Meeting so that the external review can commence in July. Academic Board is required to review its operation and performance in accordance with the standing Council resolution CM7/08/8, Procedure for Assessment of Council Members Performance and Universities Australia ‘Voluntary Code of Best Practice for the Governance of Australian Universities’. |
2. | The selection of the Review Panel will take place by Academic Board Executive, | Academic Board Executive |
Refer to the approved Terms of Reference for the Review Panel membership. One member is appointed as Chair to ensure the smooth running of the Panel. |
3. | Panel will conduct a comprehensive review of Academic Board and its Standing Committees. | Review Panel |
In accordance with the Terms of Reference, the Panel will conduct a comprehensive review of Academic Board and its Standing Committees. This Review will include the interviewing of members of the Board and its Standing Committees, a range of University members including the Chancellor, senior executives, academic and teaching staff and students. The Review will be conducted during July to enable the Review Report to be submitted to Council for endorsement at the August meeting. |
4. | Review Report is been endorsed by Council. | Executive Officer – Academic Secretariat | Once the Review Report has been endorsed by Council it will be forwarded to Academic Board for consideration. |
5. | Review and implementation of any recommendations from the Review Report and development an Action Plan. | Consultation Group |
A consultation process to be initiated with the Chancellor, the Chair of Academic Board and Deputy Vice-Chancellors to plan the implementation of any recommendations from the Review Report and develop an Action Plan. The Action Plan is to be endorsed at the December Academic Board meeting. This Plan should include timelines for the completion of all actions. |
6. | The Action Plan addressing any issues identified is forwarded to Council for consideration. | Chancellor |
The implementation of the Action Plan is to be managed by Academic Board and monitored by Council to ensure to ensure the achievement of the recommendations. The Action Plan will be endorsed at a meeting of Council in the following year. |
- VET Learning and Teaching StaffInduction and Compliance Manual
- Higher Education Staff Induction and Compliance Manual
- The Chief Operating Officer is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
- The Senior Manager, Quality Assurance Services as the Document Owner is responsible for maintaining the content of this procedure.
The Quality Assurance and Review Procedure will be implemented throughout the University via:
- an Announcement Notice under 'FedNews' on the ‘the University Homepage’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure; and
- inclusion on the University Policy Central website
The Quality Assurance and Review Procedure will be implemented throughout the University via:
- an Announcement Notice under 'FedNews' on the ‘the University Homepage’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure; and
- inclusion on the University Policy Central website
Title | Location | Responsible Officer | Minimum Retention Period |
Quality Audit Reports | Academic Portfolio | Quality Services | Destroy 7 years after action completed |
NCR database | Academic Portfolio | Quality Services | Destroy 2 years after action completed |
Partner Audit Reports | Academic Portfolio | Manager, International and Strategic Compliance | Destroy 7 years after action completed |