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Courses and Units Approval Policy

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Section 1 - Purpose and Context

(1) Nil.

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Section 2 - Definitions

(2) The following definitions apply for the purpose of this policy:

  1. "new course" (Part A) - A new course is one that is newly created or is a consolidation of two or more existing courses. A new course may consist of all new units, a combination of new and existing units, or a 'repackaging' of existing units.
  2. "major variation to an existing course" (Part B) - A major variation to an existing course is any change that may result in additional expenditure by the College, the University or support areas, that requires consultation external to UWS, and/or affects the process of delivery or outcome of a course. The following are major variations:
    1. introduction of a new key program within an existing course;
    2. change to the name of an award (with no change to the course content);
    3. any change to core components;
    4. change in the level of entry
    5. change to graduation requirements;
    6. changes that affect professional accreditation
    7. introduction of an Honours program;
    8. introduction of a major or sub-major;
    9. offer of an existing course in another attendance pattern or mode (e.g., external/off shore, on line);
    10. changes where there are significant resource implications (i.e., those that require additional staff, extra library resources, and so on), these include changes to campus;
    11. changes or renewal of any articulation agreements associated with a course.
  3. "minor variation to an existing course " (Part C) - A minor variation to an existing course is any change that has minimal impact on academic content or mode of delivery of a course. It should be noted that minor variations generally require notification to the relevant College(s) and the Office of the Academic Registrar. Minor variations include the following:
    1. a variation to course sequence (e.g. variation in unit offerings);
    2. nomenclature change of a unit/s in a course (with no change to award title).
  4. "new unit" (Part D) - A new unit is one that has been newly created or is a consolidation of two or more existing units.
  5. "major variation to an existing unit " (Part E) - Major variation to a unit includes changes to the following:
    1. the credit point value;
    2. the campus or location of delivery;
    3. mode of delivery;
    4. attendance pattern;
    5. level of study in the course;
    6. change in unit name;
    7. additional pre or co-requisites;
    8. change in contact hours;
    9. change in the School responsible for the teaching of the unit.
  6. "minor variation to an existing unit " (Part F) - Minor variations are changes in the following:
    1. the teaching periods on offer;
    2. Unit Co-ordinator;
    3. assumed knowledge;
    4. "not to be counted for credit with";
    5. updating of prescribed texts to be used in the next offering of the unit;
    6. change of assessment in the unit;
    7. error requiring correction on the Student Record System.
  7. "fast-tracked approval" (Part C) - Fast-tracked approval may be used when it is necessary to shorten the period of approval for a unit or course. The conditions for this approval are very strict, for example, where short notice has been given to submit a tender to provide a course to a government department, agency or business. Full documentation for the normal approval process must be provided.
  8. "suspension and retirement of a course" (Part D) - Suspension of intake for a course is requested when a College decides to temporarily suspend intake of students. The suspension of intake may be for a period of up to two years. Retirement of a course is where a course will not have any further intakes of students and will no longer be offered by the College. A course will also be retired when a new course is approved to replace the current course. Termination of a course will take place when it has been determined by the College that all students who were enrolled in the Retired course have completed study and there will be no further recipients of this award.
  9. "suspension and retirement of a unit " (Part E) - Suspension of a unit may be requested where it has been determined that the unit will not have viable enrolment numbers, or the resources to teach the unit will not be available for a limited period of time. Suspension of a unit may be for a period of up to two years. If, after two years of suspension, the unit will no longer be offered it can be retired. Units will also be retired when a new unit is approved to replace the current unit.
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Section 3 - Policy Statement

(3) The courses approvals process should be clear, simple and easily understood. The process should:

  1. ensure that courses align with the UWS Strategic Plan;
  2. ensure that courses support the achievement of UWS Graduate Attributes;
  3. assure quality of outcome;
  4. ensure that courses are able to be offered within available resources and will be financially sustainable;
  5. enlist the assistance of appropriate stakeholders in assessing the viability and quality of the course.
  6. conform to a timeline which takes into account other related University operations.

(4) Course approval comprises (i) an evaluation of the course's academic merit; (ii) an assessment of the availability of the resources needed to offer the course both within the relevant College(s) and more broadly across the University's supporting infrastructure.

(5) A broad indication of the academic content of a course will first be flagged to the UWS academic community in an initial proposal document. Library resourcing will be evaluated in parallel with the course's academic merit in this initial proposal document.

(6) The approval process requires the development of a business plan and resource assessment. The business plan must be approved by the Business and Finance Committee prior to the development of a full course proposal. The Office of Business Development will support the development of the business plan.

(7) The Executive Dean, in consultation with the College Executive and relevant Head of School, is responsible for ensuring that operational areas of the University, outside the College, have agreed to provide the resources to support the course and that other Colleges have also been consulted about the impact on their programs and student load.

(8) Once the business plan and resource assessments have been approved, the initial proposal will be developed as a full course proposal for referral to a College Board of Studies, then to the Courses Approvals Committee for recommendation to the Academic Senate for approval.

(9) This policy applies to the approval of all undergraduate and postgraduate coursework award courses and units. For advice on the process for the approval of research awards contact the research office.

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Section 4 - Procedures

Part A - Courses Approval

New Courses

(10) The process for the approval of a New Course proposal requires:

  1. Notification of the intention to develop a new course;
  2. Development of a Business Plan and Resource Assessment;
  3. Completion of a Full Course Proposal (including the report from the External Advisory Committee);
  4. Approval by the Academic Senate on the recommendation of Courses Approvals Committee.

(11) Whenever a double degree is proposed linking courses, which are the responsibility of separate Colleges, the proposal should pass in parallel through the Education Committees and the Boards of Studies of both Colleges before proceeding to Courses Approvals Committee.

Notification of the Intention to Develop a New Course

(12) The purpose of the notification is to inform the School and College of the name of, and rationale for, the new course, the relevance of the proposed course to the UWS Strategic Plan and general information about the course (including funding source, mode of delivery, campus offering).

(13) The proposer/s of a new course will complete and submit the notification form to their Head of School. The Head of School will present the intended course development in their School to the College Education Committee. The College Education Committee considers the course's place in the College's academic programs profile. The proposer/s should be notified if there is any reason that the course development should not proceed at this time (for example, unlikelihood of EFSTL allocation).

(14) Course Notifications that have been accepted by the College Education Committee should be forwarded to the Executive Dean of the College(s) and the College Boards of Studies for information, and to the Courses Officers for publication on the appropriate Website.

Development of a Business Plan and Resource Assessment

(15) Development of a business plan and resource assessment including consultation and, where appropriate, agreements with support units/resource providers. Library resources will be evaluated in parallel with the course's academic merit at the development stage of the proposal.

Consultation for Development of the Course Approvals Business Plan

(16) The proposer/s of a course should gather information to support the course proposal, for example, evidence of a 'market' for the course, how the course differs from those offered elsewhere, and the strengths that will make the course competitive.

(17) This information can be gathered through consultation with the University's Office of Marketing, the International Office, Office of Planning and Quality, as well as the higher education sector, regional communities, industry partners, professional associations, and other related external agencies.

(18) For HECS based courses, the proposer/s should identify the source of EFTSL for initial intake and "pipeline", the courses and/or units from which the EFTSL will be transferred. For fee-paying courses, the proposer/s should supply information to support the case for the sustainable economic viability of the course.

(19) The proposer/s should consult the Office of Business Development for advice on completing the Courses Approvals Business Plan prior to submission to the Executive Dean.

Consultation for the Resource Assessment

(20) The proposer/s of the course must consult with the appropriate support units to ensure that resources will be available at the commencement of the course.

(21) The appropriate officer for non-College resources, particularly academic support, IT support, and timetabling and space resources, will sign-off an agreement to supply the resourcing aspects of the course.

(22) Similarly, details should be provided of contractual or other arrangements required for the use of third party facilities, e.g. for provision of practical or clinical experience.

Submission of the Business Plan and Resource Assessment for Approval

(23) The Business Plan and Resource Assessment must be submitted to the Executive Dean of the College. The relevant sub-committee of the College Executive will check and assess the resource implications for the College.

(24) Once the Executive Dean and College Executive are satisfied that resources are available and that the course would fit within the overall strategic plan of the College, the Business Plan will be signed off by the Executive Dean. The College Executive Officer will forward the Business Plan to the Office of Business Development who will assess the plan and make a recommendation to the Business and Finance Committee.

(25) The Business and Finance Committee provides initial approval of the resource aspects of the course proposal. Following the Business and Finance Committee's meeting, the Committee's Executive Officer will notify the Executive Dean of the outcome in writing. The Business and Finance Committee must approve the Business Plan prior to the development of a full course proposal.

(26) In the event of a rejection by the Business and Finance Committee, the documentation is to be revisited by the College to address the concerns of the Committee before resubmission through the process. The Office of Business Development will provide assistance with this review.

Notification of the Approval to Proceed with a Full Course Proposal

(27) The Executive Dean's Unit records the Business and Finance Committee's approval and notifies the Head of School and the OAR Courses Officer in the College. The Courses Officer informs the University, via the appropriate website, of the approval to proceed to a full course proposal.

(28) When the proposal is posted on the Course Bulletin Board website an announcement will be made via a UWS-all message to give staff across the University the opportunity to comment, and a deadline (normally about one month) for those comments to be received.

(29) The full course proposal must be submitted for approval within 12 months of the approval of the business plan.

Completion of a Full Course Proposal

(30) The full course proposal is developed within the College by a course planning sub-group of the College Education Committee.

(31) The College will convene the External Advisory Committee and present its report as part of the full proposal (See Course External Advisory Committee Policy).

(32) The Courses Officer in the College has a pivotal role in supporting the process by which appropriate documentation for the full Course Proposal is developed and considered within the University.

(33) The full course proposal is forwarded to the College Education Committee for consideration of academic quality and recommendation to the College Board of Studies.

(34) Articulation Pathways - new courses that will include an articulation from another institution as an entry point for a course should include a report (recommendation) of the Articulation Sub-Committee of the Courses Approvals Committee with the course approval documentation. The report of the Articulation Sub-committee will include the methods undertaken to implement quality assurance.

Approval by the Academic Senate on the Recommendation of Courses Approvals Committee

(35) The College Board of Studies forwards the proposal and its recommendation to Academic Senate via the Courses Approvals Committee.

Major Variation to an existing Course

(36) The process for the approval of a major variation to an existing Course requires:

  1. Notification of the intention to undertake a major variation to an existing course (especially if this includes a change of course name);
  2. Development of a revised Business Plan and Resource Assessment;
  3. Completion of a Full Course Proposal (including the report from the External Advisory Committee);
  4. Approval by the Academic Senate on the recommendation of Courses Approvals Committee.

(37) Whenever a major variation to an existing double degree is proposed where the linked courses are the responsibility of separate Colleges, the proposal should pass in parallel through the Education Committees and the Boards of Studies of both Colleges before proceeding to Courses Approvals Committee.

Notification of the Intention to Vary an Existing Course (especially if this includes a Change of Course Name)

(38) The purpose of the notification is to inform the School and College of the name of and rationale for the major variation to an existing course, the relevance of the proposed variation to the UWS Strategic Plan and general information about the revised course (including changes in required levels of funding, mode of delivery, campus offering).

(39) The proposer(s) of the major course variation will submit the completed the notification form to their Head of School. The Head of School will present the intended course development in their School to the College Education Committee. The College Education Committee considers the course's place in the College's academic programs profile. The proposer/s should be notified if there is any reason that the major variation to the course should not proceed at this time.

(40) Notifications of major variations to existing courses that have been accepted by the College Education Committee should be forwarded to the Executive Dean of the College(s) and the College Boards of Studies for information, and to the Courses Officers for publication on the appropriate Website.

Reviewed Business Plan and Resource Assessment

(41) Reviewed Business Plan and Resource Assessment including consultation and, where appropriate, revised agreements with support units/resource providers. Library resources will be evaluated in parallel with the course's academic merit at the development stage of the proposal.

(42) The approved Business Plan for the existing course must be revised and any resourcing agreements be renewed. The revised Business Plan and Resource Assessment should be submitted to the Executive Dean of the College. The relevant sub-committee of the College Executive will check and assess the resource implications for the College.

(43) The Business Plan will be signed off by the Executive Dean. The College Executive Officer will forward the Business Plan to the Business and Finance Committee for approval prior to the development of the revised full course proposal.

(44) The Business and Finance Committee provides initial approval of the resource aspects of the course variation. Following the Business and Finance Committee's meeting, the Committee's Executive Officer will notify the Executive Dean of the outcome in writing.

(45) In the event of a rejection by the Business and Finance Committee the documentation is to be revisited by the College to address the concerns of the Business and Finance Committee before resubmission through the process.

(46) The Executive Dean's Unit records the Business and Finance Committee's approval and notifies the Head of School and the OAR Courses Officer in the College. The Courses Officer informs the University of approval to proceed to a full course proposal via the Courses Bulletin Board website and/or other methods deemed appropriate.

Completion of the Full Course Proposal

(47) The revised full course proposal for the variation of the existing course is completed within the College by a course planning sub-group of the College Education Committee.

(48) The Courses Officer in the College has a pivotal role in supporting the process by which appropriate documentation for proposed major variation to an existing Course is developed and considered within the University.

(49) The External Advisory Committee for the existing course will convene and review the proposed variation to the course. The College will present the External Advisory Committee's report as part of the full proposal (See Course External Advisory Committee Policy).

(50) The revised full course proposal is forwarded to the College Education Committee for consideration of academic quality and recommendation to the College Board of Studies.

(51) Articulation Pathways - The development of an articulation pathway for an existing course is a major variation to the course and, therefore, must be submitted to the Courses Approvals Committee for approval. For courses undergoing a major review, the articulation agreement must also be reviewed at the same time. The documentation for approval of a major variation must include the report (recommendation) of the Articulation Sub-Committee. Included in the report of the Articulation Sub-committee will be the methods undertaken to implement quality assurance.

Approval by the Academic Senate on the Recommendation of Courses Approvals Committee

(52) The College Board of Studies forwards the proposal and its recommendation to Academic Senate via the Courses Approvals Committee.

Minor Variation to a Course

(53) The process for the approval of a minor variation to a course requires:

  1. Submission of a Minor Variation Report (including a Resource Assessment);
  2. Approval of the Minor Variation by the College Board of Studies for approval.

Submission of a Minor Variation Report (including Resource Assessment)

(54) While a detailed proposal is not required for this type of change, the information must be presented in a consistent manner, and cross-College or cross-School consultation will still be needed, particularly for nomenclature changes.

(55) The proposer/s of the change must submit a completed Minor Variation Proposal to the Head of School. If the Head of School agrees that the change to the course is minor, the proposal will be forwarded to the College Board of Studies for approval.

Approval of the Minor Variation by the College Board of Studies

(56) Following approval of the minor variation, the Committee Officer for the College Board of Studies includes all details of minor variations to courses in the report to Course Approvals Committee for noting and comment where appropriate.

Part B - Units Approval Procedures

New Units

(57) The process for approval of a New Unit requires:

  1. Notification of the intention to develop a new unit;
  2. Completion of a New Unit Outline and Resource Assessment;
  3. Approval by the Courses Approvals Committee.

Notification of the Intention to Develop a New Unit

(58) The purpose of the notification is to inform the School and College of the name and general nature of a new unit. The proposer/s of a new unit will submit the form to their Head of School. The Head of School will recommend to the College Education Committee the intended unit developments in their School.

(59) The proposer/s should be notified if there is any reason that the new unit should not proceed at this time (for example, unlikelihood of resource allocation).

Completion of the New Unit Outline and Resource Assessment

(60) The Unit Outline and Resource Assessments must be completed and forwarded to the College Education Committee for consideration. Where the unit is used in the courses of more than one College (other than as a free elective) all Colleges must be consulted, and evidence of cross-College consultation and a synopsis of the comments received must be provided with the documentation.

(61) The Resource Assessment should indicate the outcome of discussions with appropriate service providers i.e. IT, Timetables, Accommodation, Flexible Delivery, and so on.

(62) New Unit Resource Assessments are to be assessed by the Executive Committee of the College. A recommendation is then forwarded to the College Board(s) of Studies responsible for the course(s) in which the unit will be placed.

Approval of the New Unit

(63) The College Education Committee considers the unit outline, and then recommends it to the College Board of Studies for consideration.

(64) The College Board of Studies will consider the Unit Outline and the recommendation of the Executive Committee of the College regarding resources, then recommend that the Course Approvals Committee of Academic Senate approve the unit.

(65) The Courses Approvals Committee has delegated authority to approve units. Academic Senate will be advised of all unit approvals.

Major Variation to an Existing Unit

(66) The process for approval of a major variation to an existing Unit requires:

  1. Notification of the intention to vary an existing unit (especially if this includes a change of unit name)
  2. Revision of the Unit Outline (including reviewed Resource Assessment);
  3. Approval by the Courses Approvals Committee.

The Notification of the Intention to Vary an existing Unit

(67) The purpose of the notification is to inform the School and College of the name and general nature of a major variation to an existing unit/s. The proposer/s of the major variation will submit the notification form to their Head of School. The Head of School will recommend to the College Education Committee a list of the intended variation to units in their School.

(68) The proposer/s should be notified if there is any reason that the new unit should not proceed at this time.

Revision of the Unit Outline (including Reviewed Resource Assessment)

(69) In the case of variations to a unit a revised unit outline is required. A covering memorandum explaining or justifying the proposed changes to the existing unit should accompany the revised unit outline.

(70) Where the unit is used in the courses of more than one College (other than as a free elective) all Colleges must be consulted, and evidence of cross-College consultation and a synopsis of the comments received must be provided with the documentation.

(71) The Resource Assessment document should also indicate the outcome of discussions with appropriate service providers (i.e., Library, IT, Timetables, Accommodation, Flexible Delivery, and so on) where the proposed change will vary their contribution.

(72) Revised Resource Assessments are to be assessed by the Executive Committee of the College. A recommendation is then forwarded to the College Board(s) of Studies responsible for the course(s) in which the revised unit will be placed.

Approval by the Courses Approvals Committee

(73) The College Education Committee considers the revised unit outline, and then recommends it to the College Board of Studies for consideration.

(74) The College Board of Studies will consider the Revised Unit Outline and the recommendation of the Executive Committee of the College, then recommend that the Course Approvals Committee of Academic Senate approve the variation to the unit.

(75) The Courses Approvals Committee has delegated authority to approve major variations to units. Academic Senate will be advised of all unit approvals.

Minor Variation to an Existing Unit

(76) The process of approval of a minor variation to a unit requires submission of a Minor Variation Report (including revised unit outline and an assessment of any resource implications) to the Head of School.

(77) Minor changes to units are signed off by the Head of School or nominee, and forwarded to the Chair of the appropriate College Board of Studies for information.

(78) Where the unit is used in the courses of more than one College (other than as a free elective) all Colleges must be informed.

(79) Once approval has been given, the revised unit outline is forwarded to the College Course Officer for updating systems, then reported to the Courses Approvals Committee for information.

(80) Note: If the Chair of the College Board of Studies believes that the proposed change to the unit might impact further on courses in which the unit occurs he/she may refer the request to the Board of Studies for consideration.

Part C - Fast-tracked Approvals

(81) It is acknowledged that there may be circumstances where a course or unit requires a 'fast-tracked' process for approval. The circumstances under which a course or unit may be fast tracked are where short notice has been given to submit a tender to provide a course to a government department, agency or business.

(82) At any stage in the approvals process, fast tracking is possible where there is a genuine case for doing so. The request to undertake a 'fast-tracked approval' should be recommended by the Associate Dean of the College and forwarded to the Pro Vice-Chancellor Learning and Teaching for approval.

(83) Full documentation is required for a fast-tracked approval; however, the Chair of the committees stipulated in the conventional approval process will be given the authority to approve the submission executively.

Part D - Suspension, Retirement and Termination of a Course

Suspension (of intake) of a Course

(84) Suspension of a course is requested when a College decides to temporarily suspend intake of students. The suspension of intake may be for a period of up to two years. Continuing students who are enrolled in any course that is to be suspended will progress to completion of their study in the course during the period of suspension. If, after two years of suspension, the College no longer offers the course, it will be retired.

(85) In November of the year prior to the last intake the Executive Dean or, as Executive Dean's nominee, the Associate Dean (Academic) should advise the Course Approvals Committee through the College Board of Studies that a course is to be suspended. The report to the Courses Approvals Committee should provide a detailed rationale for suspension of the course, the arrangements to accommodate students currently enrolled in the course and the effect on other courses that may share units with the course.

(86) The Head of Program should consult with the University Librarian about resource implications and negotiate a timeline for the phasing out of unit/course resources, and the Dean of Students about the resource implications for Learning Skills and other student support services.

(87) The Executive Dean or Associate Dean (Academic) through the College Course Officer should notify the key UWS administrative and academic support units that a course is to be suspended.

(88) Continuing students affected by the decision to delete a course and its core unit(s) should be identified (through Callista) and given a minimum of one teaching sessions notice that the change will occur. Advice to affected students should include a formal letter of advice from the Executive Dean or his/her nominee and, where appropriate, the available options or alternative arrangements.

(89) If the course is to be made active again at the end of the two year period of suspension, Course Approvals Committee will be informed by November in the first year of suspension of the course.

(90) Normally at the end of the period of suspension a course will be retired. If a College believes there are circumstances that will require the extension of the suspension of intake into the course for another year following the two year suspension, a request should be presented to the Courses Approvals Committee by November of the first year of suspension.

Retirement of a Course

(91) Retirement is where a course will not have any further intakes of students and will no longer be offered by the College. Retirement of a course may occur following a period of suspension, when a course is being replaced by a newly approved course, or when a College decides it will no longer offer the course without replacement. Where there is no replacement course proposed, continuing students would progress to completion of their study in the course. If a replacement course is proposed, the new course proposal will need to provide in detail transition arrangements for continuing students.

(92) A request for retirement of a course should be presented to the Courses Approvals Committee by November of the year prior to the last intake. Where a course will be replaced by a new course, the request for retirement will accompany the course proposal documentation of the new replacement course.

(93) In November of the year prior to the last intake the Executive Dean or, as Executive Dean's nominee, the Associate Dean (Academic) should advise the Course Approvals Committee through the College Board of Studies that a course is to be suspended. The report to the Courses Approvals Committee should provide a detailed rationale for removal of the course, the arrangements to accommodate students currently enrolled in the course and the effect on other courses that may share units with the course and/or effect on courses where units in the retiring course are currently offered.

(94) The Executive Dean or Associate Dean (Academic) through the College Course Officer should notify the key UWS administrative and academic support units that a course is to be retired.

(95) The Head of Program should consult with the University Librarian about resource implications and negotiate a timeline for the phasing out unit/course resources; the Dean of Students about the resource implications for Learning Skills and other student support services;

(96) Continuing students affected by the decision to retire a course should be identified (through Callista) and given a minimum of one teaching sessions notice that the change will occur. Advice to affected students should include a formal letter of advice from the Executive Dean or his/her nominee; where appropriate, the available options or alternative arrangements.

(97) Termination of a course will take place when it has been determined by the College that all students who were enrolled in the Retired course have completed study and there will be no further recipients of this award. This is an administrative notification by the College to the OAR. Any former student in this course presenting for completion of the course after termination has taken effect will be advised to seek admission to a current course and seek advanced standing for previous study.

Part E - Suspension and Retirement of a Unit

Suspension of a Unit

(98) Where a unit will no longer have an intake of students it will be suspended for a period of up to two years. Suspension of a unit may be requested where it has been determined that the unit will not have viable enrolment numbers, or the resources to teach the unit will not be available for a limited period of time.

(99) Colleges who wish to suspend a unit should notify the Courses Approvals Committee at least one calendar year prior to the implementation of the decision. The report to the Courses Approvals Committee should provide a detailed rationale for suspension of the unit, the arrangements to accommodate students currently enrolled in the course/s where the unit is offered as a core unit and the effect on other courses that may include the unit as part of a pool of directed elective units.

(100) Any continuing students affected by the decision to suspend a unit should be identified (through Callista) and given a minimum of one teaching sessions notice that the change will occur. Advice to affected students should include a formal letter of advice from the Executive Dean or his/her nominee; where appropriate, the available options or alternative arrangements.

Retirement of a Unit

(101) If after two years of suspension the unit will no longer be offered it can be retired. Units may be retired when a new unit is approved to replace the current unit or a College determines that it is unlikely to have a viable intake in the future.

(102) Colleges who wish to retire a unit should notify the Courses Approvals Committee at least one calendar year prior to the implementation of the decision. The report to the Courses Approvals Committee should provide a detailed rationale for retirement of the unit, the arrangements to accommodate students currently enrolled in the course/s where the unit is offered as a core unit and the effect on other courses that may include the unit as part of a pool of directed elective units.

(103) Where a unit will be replaced by a new unit, the request for retirement will accompany the proposal documentation of the new replacement unit.

(104) Any continuing students affected by the decision to retire a unit (i.e. where it is a core unit) should, where possible, be identified (through Callista) and given a minimum of one teaching sessions notice that the change will occur. Advice to affected students should include a formal letter of advice from the Executive Dean or his/her nominee; where appropriate, the available options or alternative arrangements.

Part F - Timing of Approvals

(105) The process of development and approval of a new course generally takes twelve months. The notification of the intention to develop a course should take place between March and June, the Business Plan and Resource Assessment should be approved by November so that the full course proposal will be approved by February of the calendar year preceding the first offering of the course. Major variations to existing courses should follow a similar approval timeframe.

(106) New units should be approved by May of the calendar year preceding the first offering of the unit.

(107) Notification of the intention to suspend or retire courses and units should be made to the Courses Approvals Committee by October of the year prior to the last offering of the course or unit.

(108) The approval of the Pro Vice-Chancellor Learning and Teaching is needed if new course proposals are to be presented to the Academic Senate later than February for introduction in the following year.

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Section 5 - Guidelines

(109) Refer to the Associate Documents page.