Where a course is suspended or closed, effective teach-out or transition plans will be implemented to ensure enrolled students are not disadvantaged.
The approval authority for course or course component closure and revision is determined by the content of the proposal:
Course revisions – Approved at Academic Board
Course suspension – Approved by Dean, noted at Academic Board
Course closures (formal closure) – Approved by University Council on advice from Academic Board
Unit sets (new, revised and closed) – Approved at Academic Board
Units (new and closed) – Approved at Academic Board
Unit revisions (minor changes) – Approved by Associate deans (education) (AD(E)s), noted at Academic Board
Unit revisions (major changes) – Approved by Faculty Board, noted at Academic Board
For a summary of course-related responsibilities under University legislation and policy see the Course Policy.
Subject to the following requirements, faculties will determine their own processes to manage course revisions before consideration and approval by University-level committees. Course proponents should seek the ADE’s advice on faculty consultations and procedures.
The below must be followed:
Faculty boards must consider new course proposals and significant revisions which may affect other courses.
The ADE must endorse course revisions.
The Dean must endorse proposals with strategic or resource implications.
At University level, all course revisions are reviewed by Learning and Teaching (LT) and submitted to Academic Board with the Deputy Vice-Chancellor & Vice-President, Academic's endorsement.
Developments with policy or strategic implications and new courses, are considered by the University Education Committee (UEC) who endorse them for recommendation at Academic Board.
Under the UC Academic Board Rules 2011, the Board is responsible for ‘the content, structure and assessment of courses of study, approved for introduction by the Council’.
The Deputy Vice-Chancellor & Vice-President, Academic may approve streamlined procedures for particular course developments within the framework of University legislation and policy.
With delegated authority from UEC, as determined at UEC meeting 07/3 on 30 May 2007. University of Canberra Academic Board Rules 2011, Rule 6. University of Canberra Courses and Awards (Courses of Study) Rules 2013, Rules 6 and 7.
Table of roles and responsibilities
Ensure that the faculty board meets its course-related responsibilities, determine relevant responsibilities of staff and committees in the faculty and ensure arrangements are known by staff;
approve the course closure forms to initiate the process to suspend a course;
endorse course and course component revisions which have strategic or resource implications; and
monitor course suspensions, closures and revisions in the faculty
Consider significant revisions to courses and course components that may affect other courses;
consider other course and course component revisions in accordance with committee structures, staff responsibilities and procedures determined by the faculty’
endorse or approve major revisions to course components in accordance with this policy and faculty procedures; and
consider other course and course component revisions in accordance with committee structures, staff responsibilities and procedures determined by the faculty.
Associate Deans (Education)
Advise academic staff on appropriate faculty consultations and approvals for new, revised or closed courses, majors, minors and units;
encourage staff to seek advice and support from courses staff in Learning and Teaching;
endorse or approve course component revisions in accordance with this policy and faculty procedures;
endorse course revisions in accordance with this policy and faculty procedures, before consideration at University level;
endorse course closure forms to confirm that the impact of the course closure has been properly considered; and
advise Admissions and International Compliance Office (ICO) of courses to be suspended to ensure any issues are addressed as part of a course closure proposal.
(responsible committee or staff member designated by the faculty)
Course and course component revisions
Prepare proposals and consider all implications of revisions;
complete relevant forms for Learning and Teaching and Academic Board, for ADE and/or Dean’s endorsement; and
communicate with students and organise any necessary changes to credit or enrolment with Student Connect.
Advise Learning and Teaching of courses to be closed to new admissions via annual update of Academic Program or ad hoc, complete and forward course closure template to Learning and Teaching, with Dean’s approval.
Course component closure
Advise Learning and Teaching of course components to be closed as required, complete and forward course component closure template to Learning and Teaching, with ADE’s approval.
Learning and Teaching
Advise and support staff on specific matters and policy, procedures and processes for course and course component revision and closure;
maintain, publish and monitor course documentation including forms to provide all details needed for University and external requirements;
check faculty proposals for course revisions and closures for policy compliance and unforeseen impacts before processing as required;
arrange for UEC consideration of course matters when required;
present course revision proposals to Academic Board, and implement decisions after approval;
ensure that Admissions and International Compliance Office (ICO) are aware of upcoming course suspensions and have addressed any issues as a result;
process revisions or suspensions once approved then advise staff in Student Connect, Global Student Recruitment, University of Canberra College, Partnerships Office and Advertising, Marketing and Communications of action taken as applicable;
advise Academic Board of course suspensions, for noting;
monitor suspended courses and request that Academic Board approve the removal from the Academic Program and recommend to Council the formal closure of a course once a course has been closed to new admissions for at least two years (subject to any extensions requested by the Faculty);
update Academic Program after each Board meeting; and
close units and unit sets, as required.
Approve course closures on Academic Board recommendation, subject to appropriate teach-out.
Advice on policy implementation is available from the Course Manager in Learning and Teaching. Supporting documentation is available from Learning and Teaching.
For common definitions applying to all academic policies please refer to the academic policy and procedures glossary (under development).
The following specific definitions and abbreviations relate to this policy and procedures.
The Academic Program lists all courses from the Register of Courses for the University of Canberra that are open to new admissions for the current year. The Program normally includes a provisional academic program for the following year.
Unit revisions (minor)
Small wording changes to learning outcomes or syllabus. These may be approved by the Associate dean (education)
Unit revisions (major)
Large changes to learning outcomes or syllabus, changes to pre/co-requisites or other major changes to unit content. These may be approved by the relevant Faculty Board, unless a new unit code is required. New units are approved at Academic Board level, with endorsement from Faculty Board.
Field of Education (FoE)
A government classification for reporting purposes. Once established for a course or course component it cannot be changed. If a change is required a new course/course component code must be established
When a course (or course offering) is closed to new admissions for a given academic year, it is considered to be suspended for that year. A suspended course can be reopened to new admissions.
After a given amount of time (two years by default), a suspended course will be forwarded to Academic Board to recommend formal closure.
When a course is formally closed through Academic Board and Council, subject to any teach-out required for existing students within the course. No new admissions are permitted, and the course cannot be reopened with the existing course code. A new course proposal would be required with a new course code proposed to reopen a formally closed course.