• Section 1 - About this Manual
• Introduction 
• Purpose 
• Scope 
• Section 2 - Program Design Policies
• Part A - General Program Principles
• Graduate Attributes 
• Table 1 - Graduate Attributes 
• Modes and Campus of Offer
• Table 2 – Modes of Delivery 
• Maximum Time for Completion 
• Part B - Program Structure
• Table 3 – Approved Program Structures 
• Combined Programs 
• Table 4 – Examples of Combined Program Structures 
• Nested and Integrated Programs 
• Table 5 – Examples of Nested Programs 
• Part C - Program Components 
• Course Lists 
• Majors 
• Minors 
• Specialisations 
• Compulsory Program Requirements 
• Work Integrated Learning and Placements 
• Section 3 - Program Creation 
• Part D - New Program Policies
• Part E - Procedure for Submission to Portfolio Strategy Group 
• Part F - Procedure for Submission to Program and Course Approval Committee 
• Part G - Post-Approval Procedures 
• Professional Accreditation 
• CRICOS Registration 
• Section 4 - Program Delivery 
• Part H - Program Handbook Policy
• Part I - Program Marketing Procedures
• Part J - Student Progression and Completion Policy
• International Students 
• Section 5 - Program Management
• Part K - Program Management Policies
• Part L - Program Convenors
• Program Convenor Policy
• Program Convenor Responsibilities
• Part M - Monitoring, Review and Improvement Policies
• Section 6 - Program Revision and Discontinuation 
• Part N - Program Revision
• Program Revision Policies
• Procedure for Major Program Revisions 
• Procedure for Minor Program Revisions 
• Part O - Program Suspension and Discontinuation 
• Program Suspension and Discontinuation Policies
• Procedure for Program Suspension and Discontinuation 
• Part P - Procedure for Communication of Program Changes 
• Section 7 - Relaxing Provision 
• Section 8 - Appendices 

Section 1 - About this Manual

Introduction 

(1) This manual supports the Governance Rule, the Awards and Graduation Policy and their associated Schedules. In the event of an inconsistency between lower-level policy documents and a Rule(s) or Schedule to the Rule(s), the Rule(s) made by Council prevails to the extent of the inconsistency. 

(2) This manual has been developed in accordance with the Awards and Graduation Policy and its relevant Schedules. 

(3) For information on designing, managing, and reviewing courses, please refer to the Course Design and Management Manual. 

(4) For information on admission to a program, please refer to the Admissions Manual. 

(5) For information on enrolment, please refer to the Enrolment Manual. 

Purpose 

(6) This manual is designed to provide clear and concise directions for the staff of the University of Newcastle (University) when designing, managing, and revising coursework programs, and to provide information to students. 

(7) This Manual will be revised annually and published in the University's policy library. 

(8) This Manual remains in effect for the calendar year (January to December) and will usually only be changed in that year if there are changes to external legislation or if urgent amendments are approved by the President Academic Senate. 

Scope 

(9) This manual applies to enabling, undergraduate and postgraduate coursework programs that are created and offered by the University, including those in which students enrol through a partner institution. 

(10) This manual does not apply to higher degree by research programs. Please refer to the Higher Degree by Research Policy. 

(11) This manual applies generally to the Joint Medical Program (JMP). In the event of an inconsistency between the Manual and the policies and procedures specific to the JMP, then the policies and procedures of the JMP prevail to the extent of the inconsistency. 

(12) This Manual makes references to College structures and positions. Equivalent structures and positions may exist in Pathways and Academic Learning Support Centre and are referenced where relevant. 

Section 2 - Program Design Policies

Part A - General Program Principles

(13) The following guiding principles should be met for all programs offered by the University: 

1. a broad range of coursework programs will be available to meet the needs of our students and the community; 
2. program structures will be clearly defined and outlined in the Schedules to the Awards and Graduation Policy; 
3. there will be equitable access to all programs, and policies and procedures will encourage students to utilise learning support; 
4. demonstrable learning outcomes will be associated with all coursework programs; 
5. there is a commitment to the delivery of engaged learning opportunities in all coursework programs; 
6. academic pathways shall maximise the credit students can gain for learning already undertaken (refer to the Credit and Recognition of Prior Learning Policy); 
7. a robust system of quality assurance will ensure the academic integrity and viability of all programs; 
8. systems will be in place to support student progression; 
9. transparent and accountable processes for amendment, review and disestablishment of programs will exist; 
10. coursework program offerings and the strategic goals of the University will be aligned;  
11. the nomenclature for programs and awards must reflect the level and content of the program, and must conform with the Schedules to the Awards and Graduation Policy and the AQF Qualifications Issuance Policy; and 
12. where applicable, majors, minors and specialisations should be named in a manner which communicates pathways to employment. 

(14) Coursework programs must ensure that graduates will: 

1. meet the program learning outcomes, graduate attributes and the generic skills defined by the relevant College and the University; and 
2. have had the opportunity to: 
   1. receive recognition for relevant prior learning; 
   2. participate in different modes of educational delivery; 
   3. investigate or research topics both independently and co-operatively; and 
   4. undertake engaged learning opportunities, such as leadership courses, overseas exchange programs or similar, that contribute to their breadth of experience and knowledge. 

(15) All non-AQF programs (for example, enabling programs) offered by the University must satisfy the following criteria: 

1. a demonstrable industry, professional, community or student need; 
2. a sound educational rationale as the basis for offering the program; 
3. comparability with AQF qualifications - this will be achieved by describing the program requirements using the AQF taxonomy of learning outcomes (knowledge, skills, application of knowledge and skills, and generic learning outcomes); 
4. a clearly defined volume of learning; and 
5. an appropriate title that does not use nomenclature that is already used for an award leading to an AQF qualification. 

(16) A student will not be permitted to count any course towards a program where the course is substantially equivalent to one that the student has previously counted towards the same program. 

Graduate Attributes 

(17) Our Graduate Attributes inform curricula, co-curricula and extra-curricula activities and guide the development of our students. The ‘Graduate Attributes’ are a key initiative of the Life-Ready Graduates Pillar in the University of Newcastle’s Looking Ahead Strategic Plan. 

(18) The Graduate Attributes are outlined in Table 1. 

Table 1 - Graduate Attributes 

(19) The Graduate Attributes will be mapped against the program learning outcomes and the AQF qualification descriptors for the relevant level, via the curriculum management system. This mapping must be approved by the Program and Course Approval Committee (PCAC) on behalf of Academic Senate. 

(20) All core courses, or a selected subset, in new and revised programs need to be mapped via the curriculum management system. If the core courses do not demonstrate all skills, knowledge, or qualities, compulsory courses may be included in the mapping. 

Modes and Campus of Offer

(21) Where a program is offered in different modes or campuses the student learning outcomes must be constant across all offerings. 

(22) Modes of delivery for programs are specified in Table 2. 

Table 2 – Modes of Delivery 

(23) The mode of delivery of a coursework program, and the courses within a program (please refer to Modes of Delivery for Courses), may differ between: 

1. campus of offer: 
   1. PCAC is responsible for the approval of programs offered at each campus; 
2. academic terms: 
   1. all term dates (standard and non-standard) must be approved by the Deputy Vice-Chancellor (Academic) and Vice President or Pro Vice-Chancellor Education Innovation. Refer to the Academic Calendar Approval Procedure; 
3. third party providers: 
   1. please refer to the Third Party Arrangements – Education Policy and its associated procedure. 

(24) Programs offered face-to-face may include a maximum of one-third of courses, including core courses, that are offered exclusively online.

(25) Where courses are offered both online and face-to-face, the amount of online may be higher than one-third.

(26) Extensive online offerings may result in some majors or specialisations not being available to international onshore students. Any such restrictions must be outlined in the Program Handbook. 

Maximum Time for Completion 

(27) The maximum time for completing each program is detailed in the Maximum Time Completion of Programs Schedule. 

(28) Program and Course Approval Committee (PCAC) may specify a lesser maximum time for completion for a new or existing program, where that lesser time is required for professional accreditation. 

Part B - Program Structure

(29) Approved program structures and requirements for coursework programs are defined in the relevant Schedule to the Awards and Graduation Policy. Table 3 outlines the types of coursework programs offered by the University, and their associated Schedule.

Table 3 – Approved Program Structures 

(30) Variation to the program structure of an undergraduate coursework program may be approved by PCAC, if the variation is in response to an articulation agreement or external requirements. 

(31) The first year of undergraduate programs should be structured to contain at least 75% core and/or compulsory courses. 

Combined Programs 

(32) Each combined program will require approval by PCAC as a new program. 

(33) The maximum number of component programs within a combined program is two.  

(34) The two programs to be combined should be at the same AQF level, however, accepted combinations include Level 7/ Level 8, Level 7/ Level 9, Level 8 / Level 9 and Level 9 / Level 10. Other combinations will be considered from time to time as proposed by College Boards along with any requirements such as the graduates having to complete the lower-level qualification first to graduate. 

(35) The structure of a combined program will require the completion of each separate component program. 

(36) The core and minimum requirements for each component program must be met. This includes: 

1. ensuring that the duration of the combined program is less than the sum of the two component programs; 
2. ensuring that program accreditation is not compromised; and 
3. where applicable, ensuring that the maximum number of units at the 1000 level are not exceeded for each of the component programs. 

(37) The volume of learning of combined programs should be more than the volume of learning for either component program taken individually, but less than the total volume of the two component programs taken consecutively. Examples are given in Table 4, but programs may vary from these examples. 

Table 4 – Examples of Combined Program Structures 

(38) If units vary from those described in Table 4, the relevant volume of learning information must be provided in the curriculum management system and published in the Program Handbook for the combined program. 

(39) Any courses in the programs that have overlapping content should be assessed to ensure that: 

1. the learning outcomes of the courses and the methods adopted to achieve these objectives are similar; 
2. the volume of learning of the courses are similar; 
3. the breadth and depth of the material studied in the courses are similar; and 
4. the assessments used are in accordance with any relevant University policy on courses and assessment. 

(40) Each component program of a combined program must be described in separate program documentation. This means that a student will complete the: 

1. required programs within the combined program and receive a testamur for each of the two degrees, simultaneously; or 
2. requirements for one program and receive the relevant testamur, then continue studying until the requirements of the second component program are met and receive that testamur; or 
3. requirements for one program and not the requirements for the other and receive a testamur for the completed degree and leave the combined program. 

Nested and Integrated Programs 

(41) Programs may be designed in such a way that a set of programs align sequentially, so that one or more programs at a lower AQF level are ‘nested’ within a program at a higher AQF level. Examples are given in, but are not limited to, Table 5. 

Table 5 – Examples of Nested Programs 

(42) All programs within a nested set must be described in separate program documentation in the curriculum management system. 

(43) Lower-level programs within a nested set may be offered as either stand-alone programs, or as exit awards from higher-level program(s) only. 

(44) Nested program sets should be designed so that: 

1. students who are admitted to a lower-level program within the set have the option to continue to the higher-level program with full credit for the courses they have completed; and 
2. students who are admitted to a higher-level program within the set will meet the requirements to exit with a lower-level nested award. 

(45) Students who are admitted to a higher-level program within a nested set are not permitted to progressively take out lower-level nested awards while only being enrolled in the higher award program.  

(46) Students who exit with a lower-level nested award are required to reapply for admission into the higher-level program if they wish to continue their studies.  

Part C - Program Components 

Course Lists 

(47) Course lists are lists of courses from which students must choose a designated number of courses. 

(48) Course lists may be program specific or may form part of a major, minor or specialisation. 

(49) The composition of course lists should be informed by the suitability of the course to: 

1. satisfy the curriculum needs of the program, major, minor or specialisation; 
2. support the pedagogical requirements of different student cohorts with equivalent options; and 
3. support students to effectively tailor their learning journey. 

(50) The maximum number of course options on a course list will be determined using a 3:1 ratio. Example: where students must “complete 20 units from the following course list”, the maximum number of units on the course list is 60 (20 x 3 = 60). 

(51) The Program Convenor may approve the substitution of courses within a course list, on a case-by-case basis, to allow students to count a course that is not on the course list to meet the requirement for the course list. Approvals will be noted on the internal transcript.

(52) The Program Convenor  may approve the substitution of courses within a course list, on a case-by-case basis, to allow students to count an approved course at a higher level to meet the requirement to undertake a course at a lower level, provided the request does not impact on the level of study requirements for the program as a whole. Approvals will be noted on the internal transcript. 

(53) Core, compulsory and courses on a course list together contribute to both the graduate and level specific learning outcomes for a program. 

Majors 

(54) Majors are only available in undergraduate programs. Details of the requirements of a major are outlined in the relevant Awards and Programs Schedule. 

(55) A double major consists of two majors taken within a single Bachelor (240 units) or Bachelor (Honours) (320 units) program. Each major must conform to the requirements described in the program documentation. Each major must have 60 unique units. 

(56) Majors approved by PCAC as part of the program approval process will be included on an official academic transcript. A major will not be included on the testamur. 

Minors 

(57) Minors are a 40-unit sequence of courses only available in undergraduate programs. Minors must be approved by PCAC as part of the program approval process. 

(58) Minors approved by PCAC as part of the program approval process will be included on an official academic transcript. A minor will not be included on the testamur. 

Specialisations 

(59) Specialisations may only be offered in postgraduate programs. 

(60) A specialisation cannot include any undergraduate courses. 

(61) The volume of learning required for specialisations within postgraduate programs is outlined in the relevant Awards and Programs Schedules. 

(62) Specialisations approved by PCAC as part of the program approval process will be included on the official academic transcript. A specialisation will not be included on the testamur. 

Compulsory Program Requirements 

(63) A compulsory program requirement is a course in a program that is: 

1. defined as compulsory in the approved program documentation and included in the Program Handbook entry; 
2. either graded or ungraded; 
3. required to be completed satisfactorily to either progress in the program or satisfy program requirements; and 
4. monitored for the purposes of academic progress. 

(64) Failure in or withdrawal from a course set as a compulsory program requirement will result in students being considered under the Student Academic Progress Procedure. 

(65) Compulsory program requirements are typically a placement or Work Integrated Learning (WIL) activity.  

Work Integrated Learning and Placements 

(66) A placement means a clinical placement, practicum, internship, work integrated learning or any similar form of professional, industrial or vocational experience included in a course or program, in which students are assessed and awarded a grade. 

(67) A placement may be off or on campus, real or simulated, but must involve clearly stated outcomes and assessment, and be consistent with quality teaching and learning. 

Section 3 - Program Creation 

Part D - New Program Policies

(68) New programs may be developed: 

1. in response to the strategic directions of the University, College, or Division; or 
2. to meet projected market or student demand as identified by the relevant College, School or Division. 

(69) Any proposed new program must: 

1. comply with all relevant University policies, including the requirements of this Manual; and
2. be linked to an existing or new award and comply with the: 
   1. Australian Qualifications Framework (AQF) (Second Edition); 
   2. Higher Education Standards Framework (Threshold Standards) 2021; or 
3. be an enabling program or a non-award program; and 
4. align with the strategic directions of the University as described in the current University Strategic Plan;  
5. ensure a breadth of expertise and stakeholder input by the inclusion of external representatives in the program planning team; and 
6. ensure input from other Colleges and Divisions which may be involved in or affected by the introduction of the new program. 

(70) If a new program is being developed to replace an existing program, the existing program must be discontinued. Refer to the Program Discontinuation and Suspension Procedure. 

(71) The relevant College Pro Vice-Chancellor and Associate Dean (Education) are responsible for oversight of the program approval process when a new program is being proposed, and they must ensure: 

1. the appropriate consultation and approval mechanisms take place within the College and other Colleges and Divisions – evidence of this consultation must be included within the program documentation to be considered by PCAC; and 
2. adequate time is built into the development of the program proposal to allow the Deputy Vice-Chancellor (Academic) and Vice President to approve inclusion of the program in the University's Profile and for PCAC to approve the creation.

Part E - Procedure for Submission to Portfolio Strategy Group 

(72) The College Pro Vice-Chancellor will support the development of a pitch paper and subsequent development of a business case for submission to Portfolio Strategy Group (PSG), using the curriculum management system, for any proposed program which will: 

1. be a new offering; 
2. replace an existing offering and have an increase in the number of units at the same or higher AQF Level; 
3. replace an existing offering and be offered at a higher AQF Level; or 
4. be offered in conjunction with another provider or a new location of offer for the University. 

(73) The College Pro Vice-Chancellor may be required, on advice from the Deputy Vice-Chancellor (Academic) and Vice President, to develop a pitch paper and subsequent business case, using the curriculum management system, for submission to the PSG for any: 

1. proposed replacement program that may impact upon: 
   1. the program viability; 
   2. staffing; 
   3. resources required to offer the program; 
   4. accreditation; or 
   5. viability of other offerings due to internal competition with an existing program offered by the University; 
2. proposal to offer an existing program at an additional location of offer; or 
3. proposed new combined degree program. 

(74) Any proposed new program must be approved for inclusion in the University's profile by the Deputy Vice-Chancellor (Academic) and Vice President who will review the business case for the program(s) to determine the viability of the program and its consistency with the profile of the University. 

(75) The Chair of PSG may endorse pitch papers and/or business cases between meetings of the PSG and in such cases the endorsement will be noted at the next meeting. 

(76) Pitch papers and business cases will be considered for approval by the Deputy Vice-Chancellor (Academic) and Vice President on the recommendation of the PSG. 

(77) If, once developed, the structure of the new program, implementation timelines, location or target cohorts differ from the details outlined in the approved business case, the College is required to provide a revised business case to the Deputy Vice-Chancellor (Academic) and Vice President for consideration of approval, before submission to PCAC. 

Part F - Procedure for Submission to Program and Course Approval Committee 

(78) The Program and Course Approval Committee (PCAC) is responsible for approving the creation of new academic programs on behalf of the Academic Senate, after approval of the business case. 

(79) Before submission to PCAC, the creation and academic content of the proposed new program must have been endorsed by the relevant College Board(s) or Pathways and Academic Learning Support Centre Board. 

(80) To be included in the undergraduate UAC guide for the following year, new programs should be submitted no later than the February meeting of PCAC. 

(81) The following matters must be considered as part of the program planning process and included in the program documentation for submission to PCAC for approval: 

1. the rationale for the new program and its relationship to the College and University Strategic Plan, and outlining the time planned to market the program post-approval; 
2. evaluation of the program by industry and/or professional body representatives; 
3. evidence of consultation, or information on consultation undertaken, with accrediting bodies and a timeline of the accreditation process (where relevant); 
4. the Graduate Attribute Mapping of the program; 
5. the structure of the program including: 
   1. the sequence of courses and recommended enrolment pattern; 
   2. honours; 
   3. majors/minors/specialisations; 
   4. core, compulsory and courses on course lists; and 
   5. elective courses; 
6. compulsory program requirements, including any prerequisites. Prerequisites will be approved only where there is an evidence-based requirement such as safety; 
7. the mode(s) of delivery of the program; 
8. frequency of program intake for each target cohort. Undergraduate programs should be designed to allow students to commence at multiple points across the academic year, subject to viability factors; 
9. campuses where the program will be offered; 
10. whether the program and its courses will be offered in semesters, trimesters, or other delivery arrangements; 
11. any proposed articulation and credit transfer arrangements (please also see Credit and Recognition of Prior Learning Policy); and 
12. admission requirements including any special selection procedures. 

(82) PCAC is responsible for ensuring programs comply with all relevant University policies. 

(83) PCAC is responsible for approving the Graduate Attribute mapping for each program and will oversee and monitor program compliance with the Graduate Attributes for all academic programs offered by the University. 

Part G - Post-Approval Procedures 

(84) New programs approved by PCAC must be reported to the next meeting of the Academic Senate. 

(85) Where a new program requires the creation of a new Award, the new Award must be endorsed by PCAC and submitted to the next meeting of the Academic Senate for approval. 

(86) The specific award qualification requirements for programs approved by PCAC must be recorded in the relevant schedules to the Awards and Graduation Policy, including the volume of learning. 

(87) The official program documentation for the new program must be approved and made available in the curriculum management system. 

(88) New courses associated with new programs must be added to the Course Availability List (CAL) by no later than May in the year before the first offering. Refer to the Course Design and Management Manual.

Professional Accreditation 

(89) Where relevant, the College will be responsible for establishing and maintaining professional accreditation for its approved programs. 

(90) Details of professional accreditation must be recorded in the curriculum management system for all accredited programs. 

(91) The College will be responsibility for ensuring that accreditation information stored in the curriculum management system is accurate and current for all accredited programs. 

CRICOS Registration 

(92) A proposal to CRICOS register an existing program that is to be offered to international students onshore must be approved by PCAC to ensure: 

1. the University meets the requirements of the Education Services for Overseas Students (ESOS) Act 2000 (Cth) and National Code of Practice for Providers of Education and Training to Overseas Students 2018; and 
2. the decision to commence intake of international onshore students aligns with the strategic direction of the University. 

(93) Before the proposal to CRICOS register an existing program may be considered by PCAC, and where the admission of international onshore students may impact on program viability (quality, profitability, market, and strategy), the Chair of PCAC may require the College to: 

1. provide a statement of reassurance that can be noted by the PSG; or 
2. submit an abbreviated business case to the PSG. 

Section 4 - Program Delivery 

Part H - Program Handbook Policy

(94) The Program Handbook is the official record of program requirements available to students, the community, and the Commonwealth Government. 

(95) The Program Handbook is populated from the data fields in the curriculum management system. 

Part I - Program Marketing Procedures

(96) Following PCAC approval of the program, preliminary marketing of a new face-to-face program is permitted. This marketing: 

1. is restricted to targeting domestic students and students studying offshore; and 
2. must have appropriate disclaimers. 

(97) Marketing of a proposed new program that is associated with an existing award of the same program title and that will be offered both face-to-face onshore and online offshore to international students, should not commence until after the program is approved by PCAC and CRICOS registration has been obtained. 

(98) Marketing of a proposed new program and associated new award title that will be offered both face-to-face onshore and online offshore to international students should not commence until after the program is approved by PCAC and the new award is established by Academic Senate and CRICOS registration has been obtained. 

(99) The professional accreditation of a program will only be promoted following the receipt of written advice from the accrediting authority. 

Part J - Student Progression and Completion Policy

(100) All coursework students are expected to maintain an acceptable standard of academic progress in each term. The University must monitor student academic progress to appropriately support those students who are at risk of not maintaining acceptable progress. 

(101) Student academic progress will be monitored from a student's first term of study. 

(102) Students who are suspended or excluded as a result of monitoring their academic progress: 

1. are not permitted to undertake studies in a different program during their period of suspension or exclusion; 
2. will be permitted to continue on probation following completion of their suspension period if suspended; and 
3. will be required to re-apply for admission for whatever programs are on offer at the time of application if excluded. 

(103) Please refer to the Student Academic Progress Procedure. 

International Students 

(104) International students who hold an Australian student visa are required to complete a program within the 'expected duration of their Confirmation of Enrolment’, which is the minimum duration specified. Exceptions to this may be approved subject to approved compassionate or compelling circumstances, or an intervention plan. Refer to the Education Services for Overseas Students Act 2000. 

(105) Compassionate or compelling circumstances are generally those beyond the control of the overseas student and which have an impact upon the overseas student's course progress or wellbeing. These could include, but are not limited to: 

1. serious illness or injury, where a medical certificate states that the overseas student was unable to attend classes; 
2. bereavement of close family members such as parents or grandparents (where possible a death certificate should be provided); 
3. major political upheaval or natural disaster in the home country requiring emergency travel and this has impacted on the overseas student's studies; or 
4. a traumatic experience, which could include: 
   1. involvement in, or witnessing of a serious accident; or 
   2. witnessing or being the victim of a serious crime, and this has impacted on the overseas student (these cases should be supported by police or psychologists’ reports); 
5. where the registered provider was unable to offer a pre-requisite unit, or the overseas student has failed a prerequisite unit and therefore faces a shortage of relevant units for which they are eligible to enrol. 

(106) These are only some examples of what may be considered compassionate or compelling circumstances. The University will assess each case on its individual merits by considering documentary evidence to support the claim. Copies of provided documents will be retained in the student's file. 

Section 5 - Program Management

Part K - Program Management Policies

(107) All programs are required to have a Program Management Group (see Generic Program Management Group Terms of Reference). 

(108) Each program or suite of programs (i.e. group of coursework programs from the same discipline or program area) with professional accreditation is required to have an External (Professional or Industry) Advisory Group (see External (Professional or Industry) Advisory Groups Terms of Reference). 

(109) The resourcing of programs is the responsibility of the relevant College Pro Vice-Chancellor. Where the program is offered by a third-party provider, the College Pro Vice-Chancellor is responsible for ensuring compliance with the Third Party Arrangements – Education Policy and its associated procedure where relevant. 

Part L - Program Convenors

Program Convenor Policy

(110) Each program is required to have a Program Convenor. A Program Convenor is the academic staff member of the University appointed by the College Pro Vice-Chancellor. The following principles and provisions apply to Program Convenors: 

1. where more than one College is involved in a program (for example, combined programs) the appointment of the Program Convenor should be based on decisions of the relevant College Pro Vice-Chancellors; 
2. where a program is offered on several campuses or in conjunction with a third-party provider the College Pro Vice-Chancellor may appoint Assistant Program Convenors for each campus to assist the Program Convenor; 
3. a Program Convenor will typically be a Level C academic or above; 
4. the usual term of office for a Program Convenor will be two years; 
5. the College Pro Vice-Chancellor may designate an alternate academic staff member to act as Program Convenor in the absence of the appointed Program Convenor; and 
6. the Program Convenor must be appointed at least six weeks before the start of any teaching period. 

Program Convenor Responsibilities

(111) The Program Convenor is responsible to the relevant College Pro Vice-Chancellor for program management, quality, and performance of the program, including but not limited to: 

1. compliance related checks, where a program is offered in conjunction through a third-party arrangement (see Third Party Arrangements – Education Policy); 
2. supporting peer review of teaching into the program; 
3. ensuring that program content, through the inclusion of specific courses, meets the program learning outcomes, and that course objectives are consistent with Graduate Attributes mapping; 
4. ensuring that expected learning outcomes are specified, consistent with the AQF level and field of education of the qualification awarded, and informed by national and international comparators; 
5. identifying possible student timetable issues; 
6. identifying possible issues in the recommended enrolment pattern for the program; 
7. monitoring the program and addressing issues that may affect student success; 
8. monitoring program performance including admission criteria, rates of attrition, progression, any articulation arrangements and professional or accreditation requirements; and 
9. regularly reviewing and evaluating the performance of the program. 

(112) Program Convenors are responsible for contributing to the experience of students in the program, including but not limited to: 

1. engaging in student orientation activities; 
2. engaging with students and providing an approachable and supportive environment; 
3. endorsing aspects of a student's program of study if an amended program is required; 
4. providing recommendations on matters pertaining to the progress of students through the program, in consultation with the relevant Course Co-ordinators; 
5. facilitating active engagement by relevant academic staff in student orientation and transition activities for the program; 
6. developing effective means of communicating with students about the program and being responsive to their feedback; 
7. considering applications for credit and articulation in consultation with the Course Co-ordinator and in accordance with the Credit and Recognition of Prior Learning Policy; and 
8. making and keeping appropriate written or electronic records of advice provided to students.  

Part M - Monitoring, Review and Improvement Policies

(113) All programs are subject to periodic (at least every seven years) comprehensive review and regular interim monitoring in accordance with the Education Quality Assurance Policy and its procedures. 

(114) For quality assurance of programs and courses, refer to the Education Quality Assurance Policy. 

Section 6 - Program Revision and Discontinuation 

Part N - Program Revision

Program Revision Policies

(115) Program revisions may constitute either a major revision or a minor revision. 

(116) A major revision to an existing coursework program is any change that impacts on students, and 

1. may require additional resources from the College, another College of the University, or a support area; or 
2. requires consultation external to the University. 

(117) Types of major program revisions include: 

1. revisions to core or compulsory course lists; 
2. addition, suspension or discontinuation of a new major, minor or specialisation; 
3. amendments to approved transition arrangements; 
4. addition or amendment of program-based credit limits and currency; 
5. revision of program requirements (this includes the requirement to complete prerequisites or compulsory program requirements); 
6. addition or discontinuation of an Exit Award; 
7. changes to the attendance pattern (e.g. removes or adds full or part-time attendance); 
8. changes to the delivery mode (e.g. addition of face-to-face or online delivery); 
9. changes to the term type (e.g. moves from semester-based to trimester-based offerings); 
10. addition, suspension or discontinuation of a campus of offer; 
11. revision of the admission and selection criteria, including the English language proficiency requirements; 
12. changes to the admission terms or frequency; 
13. changes to the maximum time to complete, to set a lesser maximum time or return to the standard maximum time; or 
14. any other changes to the program deemed by the relevant College Pro Vice-Chancellor to be a major revision. 

(118) A minor revision to an existing program is any change that: 

1. has minimal impact on academic content; 
2. does not impact the mode of delivery of a program; 
3. may affect Graduate Attribute/Learning Outcome mapping; 
4. involves changes to the curriculum management system that do not impact on the program delivery, including amendments to the following curriculum management system text fields: 
   1. program description; 
   2. assumed knowledge and/or recommended studies; and 
   3. accrediting body; 
5. involves the addition and/or deletion of a course(s) to a course on a course list; or 
6. changes the descriptors used for marketing purposes. 

(119) The following general principles apply to all program revisions: 

1. if a program is accredited this will need to be considered before revising the program, including any timeline, re-accreditation and graduate employability/registration issues; 
2. the impact of the revision / new program will need to be considered for all offshore / multi-campus offerings, ensuring course availability on all campuses and to ensure that program learning outcomes are the same regardless of location or mode of delivery; and 
3. continuing students should not be required to extend the length of time to complete their degree because of a program revision. 

Procedure for Major Program Revisions 

(120) Major revisions to academic programs must be submitted to PCAC for approval. 

(121) Major revisions to academic programs must be submitted to and be approved by PCAC no later than the May meeting of the preceding year. For inclusion in the undergraduate UAC Guide or the University's prospectus, a program must be approved by PCAC no later than the February meeting of the preceding year. 

(122) In exceptional circumstances submissions for major program revisions will be considered by PCAC outside of the above timeline. In these circumstances, related amendments may not appear in advertising materials if publication timelines have passed. Changes approved by PCAC after the May meeting of the preceding year will not be timetabled clash-free and may not be allocated to preferred colleges or rooms. Colleges are responsible for the promulgation of related amendments to prospective students including UAC applicants and school leavers. 

(123) When submitting a major revision that includes changes to core and, where relevant, compulsory courses, the submission must include a mapping of the program to the current Graduate Attributes. 

(124) All proposals for major program revisions must include sufficient information to allow the merits of the proposal to be assessed. This should include information on: 

1. the number of students impacted; 
2. possible disadvantages; 
3. impact on accreditation, where applicable; 
4. impact on pipeline or pathway students, including articulation arrangements; 
5. anticipated duration of any teach-out arrangements; 
6. details of any impact on other Colleges or areas of the University; and 
7. include advice from the College which offers the program, indicating: 
   1. the intention, nature, and likely effect of the proposed change; 
   2. whether there are significant changes in the structure of the program; 
   3. the specific courses in the program that will be changed; 
   4. whether the proposed change has an impact on one or more programs, a School, College or other area of the University; and if so, evidence of consultation that has taken place; 
   5. whether the proposed change involves a change to the organisation of the academic year (from semester to trimesters or vice-versa); and 
   6. any resource implications of the proposed change. 

(125) Detailed transition arrangements (preferably by cohort year) must be included in the program documentation submitted to PCAC for consideration and approval. 

(126) Where a major program revision includes suspension or discontinuation of a major, minor or specialisation, a campus of offer, or a mode of delivery, refer to the Program Discontinuation and Suspension Procedure. 

Procedure for Minor Program Revisions 

(127) Minor revisions to programs must be approved by the relevant College Board or Pathways and Academic Learning Support Centre Board. 

(128) The relevant Education and Innovation team is responsible for the implementation of minor revisions. 

(129) The relevant Education and Innovation team is responsible for notifying relevant College(s), and other relevant staff of any impact caused by a minor revision. 

Part O - Program Suspension and Discontinuation 

Program Suspension and Discontinuation Policies

(130) The suspension or discontinuation of a program, at the initiative of a College via the College Board, must be approved by PCAC.  

(131) Before approving the suspension or discontinuation of a program, PCAC is required to ensure that: 

1. students enrolled in the program are not disadvantaged; 
2. appropriate teach-out or alternative arrangements have been made for current students; and 
3. consideration is given to international students and our obligations under the ESOS legislation. 

(132) Academic Senate may direct that a program be discontinued. 

(133) Consideration needs to be given to how courses that are discontinued as part of a program discontinuation may impact other programs, requiring appropriate consultation with the relevant areas. 

Procedure for Program Suspension and Discontinuation 

(134) Procedures for discontinuation or suspension of programs can be found in the Program Discontinuation and Suspension Procedure. 

Part P - Procedure for Communication of Program Changes 

(135) Students are to be advised about program changes with a personalised email, where relevant. General communications may also occur to cohorts through email, student portal, forums, or via the Learning Management System. The type of communication will depend on the extent of the changes.  

(136) All communication of program changes are to be approved by the Program Convenor, and facilitated by the Office of the Academic Division General Manager and Academic Registrar or the Program Advice Team.  

(137) All communication to individual students is to be recorded and kept on the student's electronic student file. This communication should be individualised, including details of the courses required for completion and/or the courses they have received credit for in the new program or new program structure. 

(138) All correspondence with cohorts and relevant advice is to be recorded in TRIM. 

(139) A transition folder should be created in TRIM for each program, including files on the transition arrangements, correspondence sent, students contacted, and cohort identification where applicable. A copy of this documentation should be stored in TRIM by the Office of the Academic Division General Manager and Academic Registrar or the Program Advice Team. 

Section 7 - Relaxing Provision 

(140) To provide for exceptional circumstances arising in any particular case (for an individual student or student cohort), the Deputy Vice-Chancellor (Academic) and Vice President and President Academic Senate, in a joint capacity and on the recommendation of a Pro Vice-Chancellor, may relax a provision of this manual. 

Section 8 - Appendices 

(141) Generic Program Management Group Terms of Reference

(142) External (Professional or Industry) Advisory Groups Terms of Reference