Reviewing and Monitoring Institutes/Schools/TAFE

Reviewing and Monitoring Institutes/Schools/TAFE Procedure

Policy Code: LT953

Purpose

As part of its quality assurance and performance monitoring, the University will conduct reviews of higher education Institutes/Schools and TAFE Centres for the purpose of:

  1. Providing advice on their internal organisation/management and their relationship with the University.
  2. Monitoring and assessing their performance and that of their programs within the context of the University's Strategic Plan and relevant regulatory frameworks.
  3. Developing action plans to address areas for improvement.
  4. Identifying strengths and good practices that can be shared across the organisation.
  5. Planning their future development.

Scope

The procedure applies to all higher education Institutes/Schools and all Federation TAFE Centres.

Legislative Context

  • Federation University Australia Act 2010
  • The Tertiary Education Quality and Standards Agency Act 2021 (TEQSA Act)
  • Higher Education Standards Framework (Threshold Standards) 2015
  • Standards for Registered Training Organisations (RTOs) 2015

Actions

Please note separate review cycles and processes for higher education and TAFE.

Higher Education Institutes/Schools

1. Review is commissioned and Review Panel and Executive Officer are appointed.

  ACTIVITY RESPONSIBILITY STEPS
A. Relevant Deputy Vice-Chancellor  commissions the Review and appoints a Review Panel and Executive Officer (EO). DVC (Academic) / DVC (Research & Innovation) / DVC (Global & Engagement)
  1. Relevant DVC notifies the Institute/School to commence a review and liaises with the Institute/School to determine the self-study completion date.
  2. Executive Dean/Dean contacts prospective Review Panel members to gauge their willingness to participate. See the Reviewing and Monitoring Organisational Performance Policy for Review Panel membership requirements.
  3. Relevant DVC requests the Institute/School’s recommendations for Review Panel.
  4. Relevant DVC appoints a Review Panel and Executive Officer in accordance with the Reviewing and Monitoring Institutes/Schools/TAFE Policy.
  5. Relevant DVC notifies Academic Board and Council that a review has been commissioned.

2. Executive Officer arranges a stakeholder meeting schedule for the Review Panel.

  ACTIVITY RESPONSIBILITY STEPS
A. EO arranges a stakeholder meeting schedule for the Review Panel. EO

The EO arranges a stakeholder meeting schedule for the Review Panel using the following timeline:

  1. Six weeks prior to the Review Panel’s Preliminary Meeting (virtual), EO invites submissions from the University community (staff and students) on the Institute/School’s self-study via FedNews allowing two weeks to provide feedback. Staff submissions are invited via the Review Internal Stakeholder Questions Template [see Forms section].
  2. Six weeks prior to the Review Panel’s Preliminary Meeting (virtual), EO invites submissions from external organisations and individuals (where appropriate) on behalf of the relevant DVC allowing two weeks to provide feedback. Submissions are invited via the Review External Stakeholder Questions Template [see Forms section].
  3. Executive Officer forwards self-study and any additional submissions to the Review Panel 4 weeks prior to the Review Panel’s virtual Preliminary Meeting.
  4. Review Panel/EO holds virtual Preliminary Meeting [2 hours] for panel members to discuss the self-study and identify any areas on which they would like clarification and/or any stakeholders (apart from Institute/School’s Executive Team and students) that they would like to virtually meet.
  5. EO documents accordingly and forwards to Institute/School’s Executive Team providing 5 working days’ notice to allow Institute/School to gather information for the Review Panel meeting.
  6. Review Panel holds virtual meeting with Institute/School Executive Team to discuss/clarify the self-study [2 hours].
  7. Review Panel holds virtual meeting with students [2 hours].
  8. Review Panel holds virtual meeting with any other stakeholders that they have indicated they would like to meet [2 hours].
  9. Review Panel meets to discuss findings and indicative recommendations [2 hours].

3. Institute/School conducts and submits self-study.

  ACTIVITY RESPONSIBILITY STEPS
A Institute/School conducts self-study Executive Dean/Dean
  1. The Institute/School will prepare a self-study for the Review Panel (up to 20 pages) addressing the Terms of Reference (see Reviewing and Monitoring Institutes/Schools/TAFE Policy) and containing any recommendations for its future activities or directions.
  2. The self-study will include, where appropriate, (in the form of appendices) the following data and documents (both qualitative and quantitative specific performance indicators should be used):
    • Institute/School Strategic and Operational Plans (current and next 3 years).
    • Report against its previous Plan (last 3 years).
    • Staffing Profile and Management Plan.
    • Overview of its budget, including funding sources (last 3 years).
    • Program performance data, as contained in the Annual Program Health Check including preferences, student enrolment trends by program/campus (last 3 years). An analysis of data concerning student completions and destinations including Program Experience Questionnaire and Graduate Destination Survey (last 3 years). Comparisons of national averages and other relevant benchmarking data, including cohorts.
    • Trends in international student enrolments (last 3 years).
    • Student progression and completion rates by program/campus (last 3 years).
    • Trends in research higher degree student enrolments and completions; quality of supervision; research income; and research publications (last 3 years).
    • The contribution of the Institute/School to the University's strategic plan.
    • The appropriateness and effectiveness of the organisation and management of the Institute/School, including:
      • the effectiveness of leadership, planning and administration;
      • the role of the Institute/School within the entire University and its inter-relationships with other Institutes/Schools and Centres;
      • the Institute/School's staffing profile (for example age, gender balance, and qualifications) and its approach to human resource management, including staff development for academic and general staff;
      • student and staff access to infrastructure, including space and equipment;
      • resources including financial and other asset management
    • The appropriateness and effectiveness of the organisation and management of the Institute/School, such as:
      • program planning and the appropriateness of existing and planned programs;
      • the quality of teaching and learning both on and off-campus;
      • student and graduate outcomes including retention progression and employment;
      • research plans and achievement including research training, and congruence with the University’s research plans;
      • the nature and success of the Institute/School’s internal and external partnerships, relationships and activities;
      • international activities;
      • market identity and success in attracting students; and
      • commercial activity.
    • Advice on areas of excellence, areas of potential, and opportunities for improvement.
    • Advice on any other matters referred to the Panel. Additional Terms of Reference may be identified in response to particular circumstances
B. Institute/School submits self-study Executive Dean/Dean
  1. Institute/School submits self-study to EO and relevant DVC by the completion date agreed in Action 1 above.

4. Executive Officer invites submissions from staff, students and external stakeholders.

  ACTIVITY RESPONSIBILITY STEPS
A EO invites submissions from staff, students and external stakeholders EO
  1. See Action 2 above for steps and timelines.

5. Review Panel reviews the self-study/submissions and meets (virtually) key stakeholders.

  ACTIVITY RESPONSIBILITY STEPS
A Review Panel reviews self-study and meets (virtually) key stakeholders Executive Officer to coordinate
  1. See Action 2 above for steps and timelines.

6. Review Panel's findings are reported and actioned.

  ACTIVITY RESPONSIBILITY STEPS
A Reporting and actioning findings Review Panel/EO
  1. The Review Panel meets the relevant DVC to present their findings and indicative recommendations based on the self-study and subsequent stakeholder interviews [2 hours].
  2. The EO documents these findings and indicative recommendations in a Panel Report for the Panel Chair’s approval.
  3. Once approved by the Chair, the Panel Report is provided to the relevant DVC and copies are sent to the Review Panel members within three working days of the Review Panel meeting.
    DVC
  1. The relevant DVC invites the Institute/School to respond in writing to the Panel's Report.
  2. The relevant DVC will invite Academic Board Executive Committee (ABEC) to respond to the Panel's Report and the Institute/School’s response.
  3. The relevant DVC will discuss the Panel Report, the Institute/School and ABEC’s responses with the Vice-Chancellor to determine actions arising from the review. This will form the Review Implementation Report.
  4. The Review Implementation Report containing recommendations to be actioned is provided to the Executive Dean/Dean.
    Vice-Chancellor
  1. The Vice-Chancellor presents the Review Implementation Report to Academic Board and to Council.
  2. The report should include minimum annual performance indicators that will be used to measure interim progress. 
    Executive Dean/Dean
  1. The Executive Dean/Dean reports progress against the lnstitute/School’s Review Implementation Report’s action items/minimum annual performance indicators to the relevant DVC within the first 12 months and, as appropriate, in the subsequent 2-3 years.

TAFE

  ACTIVITY RESPONSIBILITY STEPS
A. Pro-Vice Chancellor (VET) commissions the Performance Panel Cycle and appoints a Performance Panel Executive Officer (EO). PVC (VET)
  1. PVC VET commissions an annual Performance Panel cycle in January each year, consisting of four Performance Panel meetings per year per department.
  2. PVC VET determines Performance Panel Membership.
  3. PVC VET appoints an Executive Officer.
  4. Executive Officer notifies Program Managers of the Performance Panel schedule.
A.  EO arranges the schedule for the Performance Panel reviews.  EO 
  1. The EO arranges a Performance Panel schedule consisting of four Performance Panels per year per department.
  2. Six weeks prior to any scheduled Performance Panel the reporting template is distributed to lead Program Managers for completion [see Forms section].
  3. Program Managers complete the Performance Panel template in advance of the scheduled Performance Panel meeting.
  4. TAFE Executive host the Performance Panel (virtual or onsite) with Education Manager and a selection of team members (2 hours).
  5. Findings, recommendations, and actions are recorded in the Performance Panel Template which is saved in SharePoint for future reference.

Responsibility

  • Academic Board (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
  • Chair, Academic Board (as the Policy Sponsor) is responsible for maintaining the content of this procedure as delegated by the (title above).

Promulgation

This procedure will be communicated throughout the University community via:

  1. A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.

Implementation

The Review of Institutes/TAFE Procedure will be implemented throughout the University via:

  1. An Announcement Notice under ‘FedNews’ on the ‘FedUni’ website and through the University Policy ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure.
  2. Inclusion in the University's online Policy Library.
  3. Distribution of e-mails to relevant staff.