Coursework Approval Procedures

Intent

This Procedure supports the Coursework Approval and Accreditation Policy and describes the actions James Cook University (JCU; the University) will take to approve coursework offerings, including amendments, suspensions and discontinuations.

These Procedures support Higher Education Standards Framework (HESF) standard 5.1: Course Approval and Accreditation.

Scope

This Procedure applies to all staff responsible for managing or approving JCU coursework programs and units across all locations and modalities with regard to the approval of new, amendment to, or suspension or discontinuation of coursework programs and/or units.

This Procedure does not apply to Higher Degrees by Research or micro-units.

Definitions

Except as otherwise specified in this procedure, the meaning of terms used are as per the Coursework Approval and Accreditation Policy or the Policy Glossary.

Procedures

Endorsement requirements and approval authorities for each decision within this Procedure are detailed in Schedule B – Coursework Approval Details.

Program and unit approvals are categorised across groups 1 through 7, according to approval level.

1. Coursework approvals

1.1 Approval Timeline

The timelines for processing program and unit approvals are developed as per Coursework Approval Procedure: Schedule A. Observation of the Coursework Approval Timelines is required to allow sufficient time for the University to implement changes resulting from proposals and to have these published in the Course and Subject Handbook.

Late proposals for program and unit approvals must include a justification for why the application should be considered and implications will be determined on a risk basis. The Chair of any committee involved in the approval process has the authority to allow or deny the late proposal from progressing.

Proposals for program and unit approvals may be expedited at the discretion of the Chair of the relevant committee.

1.2 Endorsement and Approval Hierarchy

Coursework proposals proceed through several stages to reach the final endorsement and approval levels set out in Schedule B: Coursework Approval Details. These stages are characterised by the following responsibilities:

1.2.1 College Dean: a pre-approval to make a proposal to initiate a new program or a suspension or discontinuation of a program in consideration of strategic alignment and resource implications

1.2.2 College Dean, with support from the College Curriculum Management Committee (CCMC): consideration of resource implications, capacity to deliver the proposal, and impact on student experience

1.2.3 Deputy Vice Chancellor (DVC), Academy (with endorsement by Academy Executive): consideration of alignment with Academy and Institutional strategy, and confirmation of capacity to meet resource implications.

1.2.4 Vice Chancellor’s Committee (VCC): consideration of the management implications, and provide advice to the Vice Chancellor on new academic offerings including business cases, new course concept plans and full course proposals.

1.2.5 Curriculum Committee (CComm): consideration of policy and regulatory compliance, risk assessment, and quality of coursework design and proposal.

1.2.6 Academic Board: consideration of award integrity.

1.2.7 Vice Chancellor: consideration of risk, business plans, and strategic intent.

1.2.8 University Council: consideration of reputation and risk.

At several phases of this process, in accordance with instructions in the relevant documentation, the Proposer (or parties acting in support of the Proposer) will be required to seek advice on current student impact, systems, policy, and regulatory compliance from specific officers and teams within the University.

Coursework proposals are required to provide sufficient information, appropriate to each proposal phase, to allow the responsible officers and/or committees considering endorsement or approval to consider:

a. JCU Strategic Intent and Academy Strategic Priorities

b. Existing program and unit offerings

c. Community need and support

d. Market intelligence

e. Sector benchmarking and analysis

f. Outcomes or actions from relevant University review processes

g. Expected graduate outcomes

h. Regulatory requirements

i. Resourcing

j. Evidence-based curriculum design frameworks

k. Timeliness of the proposal and implications for late approval

l. Risk identification and mitigation

1.3 Documentation

Proposals for new, or amendments to, or suspension/discontinuation of programs must be made using the forms listed in Schedule B of this Procedure and submitted electronically.

Instructions for completion of each proposal is included in each Schedule B form template.

Proposals that are incomplete or that are not submitted on the prescribed forms or documentation will not proceed. The Proposer will be informed of such by the relevant Secretariat support.

1.4 Records Management

Meeting agendas, proposal documentation, meetings minutes, decision registers, action registers, and risk registers are maintained and archived by the Secretariat at each endorsement/approval level in accordance with the relevant Committee Terms of Reference.

a. CCMC agendas and minutes are maintained by Teaching Support Services.

b. CComm agendas, proposal documentation, minutes, decision register, action register, and risk register are maintained by the University Secretariat.

c. Approved minutes of decisions must be archived as a digitally signed PDF.

d. Records will be kept for no less than ten years from the date of approval.

1.5 Notification and Implementation

Advice of the outcome of an approval process is provided to the Proposer and the Curriculum Management and Accreditation (CMA) team by the approval Secretariat. The approval Secretariat provides the CMA team with the approved minutes to formalise the approval.

Where a proposal has been approved, the CMA team enter approved information as required into the appropriate database(s) and notify other relevant stakeholders once completed to enable implementation of related processes. Where the outcome of an approval process impacts the James Cook University Funding Agreement (HESA), the Commonwealth Government must be notified must be notified as per clause 2.3.1.

Where a proposal has been conditionally approved by a committee, that committee, through the Secretariat, either:

• requests the proposal be amended and resubmitted to the committee; or
• authorises for the proposal to be endorsed or approved with the requested amendments as recorded in the minutes of the meeting; or
• recommends the proposal be forwarded to a higher authority for approval.

2. Development of Coursework Proposals

In proposing new or amendments to programs or units including not offers, suspensions, and discontinuations; the proposer will include a description of consultation undertaken and support or dissent provided for the proposal. Any program or unit proposal that impacts service teaching either as directly associated with the proposal, or consequential to the implementation of the proposal; requires endorsement from the impacted Colleges or work units prior to approval, this must be captured on the coversheet.

2.1 Proposals for New Programs or Units

2.1.1 New courses

New course proposals comprise five mandatory components:

• Coursework Proposal Request - P0
• Market Insights Report - B0
• Course Concept Proposal - P1
• Business Case - B1
• Full Course Proposal - P2

Exceptions which only require P2 Full Course Proposal form include:

• adding another component to a suite of nested courses, e.g., graduate certificate, graduate diploma, masters by coursework courses in the same discipline
• creating an exit-only award

2.1.2 Request to Create Proposal

To initiate a proposal for a new program, or the suspension or discontinuation of a program, the Proposer submits a P0 Coursework Proposal Request to the College Dean in accordance with Schedule B. The P0 Coursework Proposal Request takes the form of an email, and must contain the following information:

• Discipline leading the proposal
• Lead proposer
• Program/s impacted
• Nature and scope of proposal
• Deliverable timeframe
• Customer motivation, engagement style
• Value proposition
• Target audience and proposed entry requirements

Endorsement of the P0 Coursework Proposal Request by the College Dean will trigger the preparation of a B0 Market Insights Report by the Insights team (Marketing, Future Students and Admissions Directorate). P0 requests that are not endorsed by the College Dean will not proceed to further development.

The Insights team will develop the B0 Market Insights Report in collaboration with the proposer and College Dean, the Reporting and Analytics team (Finance and Business Services Directorate) and other relevant stakeholders identified by the College Dean or Insights team. The B0 Market Insights Report must contain the following information:

• Industry trends, labour market, and employer demand
• Market research
• Competitor analysis including sector benchmarking and analysis, study area student satisfaction, and forecast EFTSL/enrolments
• Customer value proposition

The College Dean will present the P0 Coursework Proposal Request with the B0 Market Insights Report for Academy Executive endorsement and DVC Academy approval, in accordance with Schedule B. P0 and/or B0 requests that are not approved by the DVC Academy will not proceed to further development.

For new programs:

• Approval of the P0 and B0 triggers:
  • Development of the P1 Course Concept Proposal
  • Development of the B1 Business Case

For suspension of programs:

• Approval of the P0 triggers:
  • Development of the S2 Program Suspension Proposal

For discontinuation of programs:

• Approval of the P0 triggers:
  • Development of the D2 Program Discontinuation Proposal

2.1.3 Course concept proposals

Following approval of the P0 Coursework Proposal Request and the B0 Market Insights Report by the DVC Academy, the Proposer will be provided a P1 Course Concept Proposal template by the Curriculum Management and Accreditation team. The P1 Course Concept Proposal must contain the following information:

• Course title
• Course type
• Year and study period for commencement
• Course proposer and course owner
• Mode/s of delivery and location/s of delivery
• Student types (domestic, international)
• Number of new subjects to be developed
• Reference and analysis of existing subjects or majors to be aligned to strategic plans and/or initiatives
• Description of the pedagogy
• Human resource requirements: academic and professional and technical staffing requirements for design, development and delivery
• Physical and digital resource requirements
• Partners, as relevant
• Stakeholders and industry engagement
• External accreditation requirements
• Detailed deliverables timeline

The Proposer completes the P1 Course Concept Proposal in accordance with the template instructions and provides the completed document to the Curriculum Management team for finalisation for presentation through CCMC, endorsement by CComm, and approval by the Vice Chancellor in accordance with Schedule B. The Vice Chancellor will consider the P1 Course Concept Proposal and the B1 Business Case together.

Exceptions to the requirement to submit a course concept proposal are listed in 2.1.1.

P1 and/or B1 requests that are not approved by the Vice Chancellor will not proceed to further development.

Approval of the P1 and B1 triggers development of the P2 Full Course Proposal (2.1.5).

2.1.4 Business Case

Following approval of the P0 Coursework Proposal Request and the B0 Market Insights Report by the DVC Academy, the Curriculum Management and Accreditation team will introduce the Proposer to the Deputy CFO   as the responsible officer for developing the B1Business Case in collaboration with the Proposer and other relevant stakeholders. The B1 Business Case sets out the financial feasibility and viability and risk analysis of the course proposal, and must contain the following information:

• Financial Projections. Estimate of revenue, expenses, and profit margins for the new course over a specified period of time. Consider factors such as:
  • tuition fees,
  • fee type,
  • enrolment projections,
  • academic staffing costs,
  • professional/technical staffing costs (including special support requirements)
  • development costs,
  • facilities and equipment expenses,
  • indirect costs such as marketing and University operating costs, and
  • any other relevant costs or revenue streams.
• Financial Analysis. Consider the return on investment (ROI) and other financial metrics to evaluate the financial viability of the course.
• Risk Assessment. Identify and assess potential risks associated with the new course that could impact the financial performance or sustainability of the course.
• Contingency Planning. Anticipate potential challenges or obstacles that may arise during the implementation or operation of the new course. Consider alternative scenarios and strategies to mitigate risks and ensure the financial sustainability of the course.

The Deputy Chief Financial Officer (CFO) provides the completed B1 Business Case to the CMA team for presentation with the P1 Course Concept Proposal to VCC for endorsement, and for approval by the Vice Chancellor in accordance with Schedule B.

P1 and/or B1 requests that are not approved by the Vice Chancellor will not proceed to further development.

Approval of the P1 and B1 triggers:

• Development of the P2 Full Course Proposal (2.1.5)

2.1.5 Full Course Proposals

Following notification by University Secretariat of approval of the P1 Course Concept Proposal and the B1 Business Case the Curriculum Management and Accreditation team will provide the Proposer with the P2 Full Course Proposal form. The P2 Full Course Proposal must include the following information:

• Course title
• Professional accreditation status
• Award requirements
• Admission information
• Publication and marketing information
• Australian Higher Education Graduation Statement
• Availability information
• Course details for student management system configuration

The Proposer must complete the proposal in full and in accordance with the instructions in the form and incorporating/addressing feedback provided during the P1 and B1 approval process. The proposer submits the completed form to the CMA team for finalisation for presentation through CCMC, endorsement by CComm, and approval by Academic Board, in accordance with Schedule B.

Approval of the P2 Full Course Proposal by Academic Board:

• Triggers application for CRICOS registration
• Triggers commencement of the Build phase, encompassing preparation of all coursework materials for delivery and development of marketing strategy and collateral.

2.1.6 New majors

Following approval of a P0 Coursework Proposal Request the Curriculum Management and Accreditation team will provide to the Proposer a P3 Full Major Proposal form. The completed proposal is to be submitted to the Curriculum Management and Accreditation team for finalisation for endorsement by CCMC and approval by CComm in accordance with Schedule B.

2.1.7 New units

To initiate a new subject or module, the Proposer will work with the Academic Head, College ADLT, Teaching Support Services team, and/or CMA team to complete the proposal in the subject database. The completed proposal is to be submitted to the CCMC secretariat for endorsement by the CCMC/College Dean and approval by CComm, in accordance with Schedule B.

2.1.8 New Independent Studies subject

To create an Independent Studies subject, the Proposer requests the P4 Independent Studies Subject Proposal form from the Curriculum Management and Accreditation team and completes the form in consultation with the College ADLT. The completed form shall be submitted for endorsement by the Academic Head and approval by the College Dean in accordance with Schedule B.

2.2 Amendments to Programs and Units

Any change to the defining elements of the availabilities of a program or unit (i.e., campus, study period or attendance mode) is to be considered as the discontinuation of an existing availability and the addition of a new availability. Such availability changes are thus not considered to be amendments to the Program or Unit and are considered in Section 2.3.

2.2.1 Amendments to programs

To amend a program (e.g., course, major, or minor) the Proposer shall normally prepare an A2 Program Amendment Proposal. However, where the amendment effectively requires that a new program be created – such as a change in AQF level, volume of learning, or such – either a P2 Full Course Proposal or P3 Full Major Proposal is prepared instead. The CMA team will provide direction to the Proposer on this matter.

An amendment that changes the Business Case against which the current program is evaluated will also trigger the need to prepare a new B1 Business Case.

Where the proposed amendment changes the availability of the program for any students, the proposer will be directed to clause 2.3.4 for additional requirements.

To amend English language pathways for direct entry into JCU courses, or English language tests and the score equivalents to JCU Admissions Policy Bands, or direct entry international pathway programs into ELPP/Foundation/Diploma and degree programs; the proposer shall submit the proposal to the Manager, International Compliance for review and endorsement. Proposals that are endorsed by the Manager, International Compliance will proceed to the CMA team for approval by CComm in accordance with Schedule B.

The completed proposal/s is/are to be submitted to the Curriculum Management team for finalisation for endorsement/approval, in accordance with Schedule B.

2.2.2 Amendments to units

To amend a subject or module, the Proposer will work with the Academic Head, College ADLT, Teaching Support Services team, and/or CMA team to complete the proposal in the subject database. The completed proposal is to be submitted to the CCMC secretariat for endorsement/approval in accordance with Schedule B.

2.3 Discontinuations, suspensions, and amendments to availabilities

Any change to the defining elements of the availability of a program or unit (i.e., campus, study period, or attendance mode) is to be considered as the discontinuation of an existing availability and the addition of a new availability. This will require the additional consideration of teach out requirements to the amendment proposal (see section 2.3.4). “Amendments to availabilities” refers to changes to all other non-defining elements (e.g., changes to face-to-face dates or to frequency).

2.3.1 Discontinuation of programs

Following approval of a P0 Coursework Proposal Request to propose discontinuation of a program, the Curriculum Management and Accreditation team will provide to the Proposer a D2 Program Discontinuation Proposal. The D2 Program Discontinuation Proposal is to be prepared by the Proposer in consultation with the relevant Academic Heads and College Deans. The Proposer will submit the completed form to the Curriculum Management and Accreditation team for finalisation for presentation through CCMC, endorsement by CComm, and approval by Academic Board, in accordance with Schedule B.

Any discontinuation is subject to the HESA funding agreement.

Before closing any undergraduate and postgraduate courses of study in which Commonwealth supported students have been enrolled for more than two years (including a major within a course of study), the Provider must notify the Commonwealth of its plans in writing.

The Provider must notify the Commonwealth of the potential course closure before 31 July each year, and before any information on the potential course closure is made public.

Advice by the CCMC Secretariat of successful CCMC endorsement of a program discontinuation, to the Admissions team, will initiate a pause in processing of applications for admission to that program, with no further offers made until the proposal to discontinue is determined.

2.3.2 Discontinuations of units

To discontinue a subject or module, the Proposer will work with the Academic Head, College ADLT, Teaching Support Services team, and/or CMA team to complete the proposal in the subject database, including a Links Analysis for the relevant subject/module and mitigation of the verified impact on study plans of existing students. The complete proposal will be provided to the CCMC Secretariat for endorsement by CCMC and approval by CComm, in accordance with Schedule B.

2.3.3 Suspension of programs

Following approval of a P0 Coursework Proposal Request to propose suspension of a program, the Curriculum Management and Accreditation team will provide to the Proposer a S2 Program Suspension Proposal. The S2 Program Suspension Proposal is to be prepared by the Proposer in consultation with the relevant Academic Heads and College Deans. The Proposer will submit the completed form to the CMA team for finalisation before the CMA team submits the proposal for endorsement by CCMC and approval by CComm, in accordance with Schedule B.

Advice by the CCMC Secretariat of successful CCMC endorsement of a program suspension, to the Admissions team, will initiate a pause in processing of applications for admission to that program, with no further offers made until the proposal to suspend is approved or not approved.

Endorsement of a program suspension by CComm will require that the CComm Secretariat create a “business arising” item in a future CComm meeting to specifically review progress toward a satisfactory reinstatement of the suspended program. The Reinstatement Review by CComm will examine if the program is to be reinstated for the projected study period, to be further suspended, or to be discontinued.

2.3.4 Amendments to availabilities of Programs

To add, delete, or amend course availabilities the Proposer will request an A2 Program Amendment Proposal form from the CMA team. The proposal will require completion of an additional attachment that sets out the teach-out plan for current students affected by availabilities removed or amended. The proposal is to be submitted by the Proposer to the CMA team for finalisation before the CMA team submits the proposal for endorsement by CCMC and approval by CComm, in accordance with Schedule B.

2.3.5 Not offers of units

To not offer a subject or module for an entire year, the Proposer will work with the Academic Head, College ADLT, Teaching Support Services team, and/or CMA team to complete the proposal in the subject database, including a Links Analysis for the relevant subject and mitigation of the verified impact on study plans of existing students. The complete proposal will be provided to the CCMC Secretariat for endorsement by CCMC and approval by CComm, in accordance with Schedule B.

2.3.6 Amendments to the availability of units

To add, delete, or amend the availabilities of a subject or module, the Proposer will work with the Academic Head, College ADLT, Teaching Support Services team, and/or CMA team to complete the proposal in the subject database, including a Links Analysis for the relevant subject and mitigation of the verified impact on study plans of existing students. The complete proposal will be provided to the CCMC Secretariat for endorsement by CCMC and approval by the College Dean, in accordance with Schedule B.

2.3.7 Administrative amendments to availability of units

Responsible Officers nominated in Schedule B with authority to approve administrative amendments will undertake the necessary actions to affect those amendments without further approval.

2.4 Bulk amendments

Bulk amendments are used to propose a change that is applicable across multiple programs. The Curriculum Management and Accreditation team will work with the Proposer and other relevant stakeholders to complete the X2 Bulk Amendment Proposal for consideration of the CCMC and endorsement/approval in accordance with the nature of the amendment and the provisions of Schedule B.

2.5 Course ATARs

Proposals to amend a course ATAR, will be submitted in writing by the College Dean to the Curriculum Management and Accreditation team for preparation on an X2 Bulk Amendment Proposal, for endorsement by Academy executive and approval by CComm or the DVC Academy, in accordance with Schedule B. The revised ATAR will be recorded in the CMS and with Marketing.

Related policy instruments

Curriculum Design, Coursework Approval, Accreditation and Review Policy

Records Management Policy

Academic and Student Sub-Delegations Register

Australian Qualifications Framework

Higher Education Standards Framework (Threshold Standards) 2021 (Cth)

Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS)

Higher Education Support Act 2003 (Cth)

Education Services for Overseas Students Act 2000 (Cth)

SkillsFuture Singapore (Singapore)

Schedules/Appendices

Schedule A – Coursework Approval Timeline Guidelines

Schedule B – Coursework Approval Details

Administration

NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History