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University Legislation and policy
 

Unit and course approval process

From March 2001, the University Education Committee has devolved the responsibility for the approval of most units and courses to faculties as part of an integrated approach to academic and resources planning. This document describes the proposed process for the approval of units and courses within the Faculty of Science, including the roles of the Faculty Education Committee (FEC) and the Faculty of Science Board.

These processes relate only to coursework degrees; higher degree by research courses will continue to be approved through the University PhD & Scholarships Committee.

A key aspect of the process is that greater responsibility is placed upon each School Education Committee (SEC), or the equivalent body that assesses curriculum and related issues in each of the teaching Schools of the Faculty. The School’s representative on the FEC, who may also convene the SEC, will provide advice to members of their School on the preparation of proposals for new and amended units and courses. They will also review all documentation prior to its submission for the Agenda of the FEC to ensure that it has been completed to an appropriate standard.

For units and courses coordinated by the Faculty itself, the Associate Dean (Teaching) (ADT) will provide advice to the coordinator of the unit or course and review the documentation prior to its submission for the Agenda of the FEC.

The approval process for course and unit proposals involves the consideration of both academic and resource issues.

PROCESS FOR NEW AND AMENDED UNITS AND DISESTABLISHMENTS

Notifiable unit developments are those which have a potentially significant impact to the Faculty’s programs. At this time, these have been defined as new unit proposals or major unit amendments for:

  • units with content that overlaps significantly other units already offered by the Faculty;
  • units that may impact on programs offered by other faculties;
  • units to be given by external partners or offered outside Australia;
  • units that involve significant Faculty-level resources.

but the categories may change from time to time, with the approval of the Dean.

Planning

  • The ADT should be notified of the intention to prepare a ‘notifiable unit development’, as defined above. Where appropriate, the ADT will notify the Dean and the Faculty Finance and Resources Manager (FFRM) of the development;
  • Prior to the preparation of the formal documentation, the proposer should ensure that their Head of School or convenor of the SEC has given in-principle support to the proposal and has confirmed that appropriate resources, including staffing, are available within the School to be able to offer the new or amended unit;
  • The Head of School or convenor of the SEC will consult with their counterpart in any other Schools that are to be involved in the presentation of the unit, or may be affected by the unit, to obtain their in-principle agreement to the proposal;
  • For units coordinated by the Faculty itself, the ADT will determine in-principle support, consult with Schools and other Faculties, and advise on the preparation of the documentation;
  • The formal proposal will be completed using the appropriate proforma(link to http://www.sci.monash.edu.au/staff/forms/teachingadmin.html) with the assistance of the School’s representative on the FEC. A Library Impact Statement must also be completed and approved by the Library.

Transmission to FEC

  • The SEC in the School that is coordinating the proposal will ensure that the proposal is endorsed by the Head of School for its transmission to FEC, and will submit  the electronic version of the proposal to the Secretary of the FEC. If more than one School is involved in the current or planned teaching of the unit then the SEC convenor coordinating the development the proposal must ensure the endorsement of all relevant  SEC convenors or Heads of School prior to its submission to the FEC;
  • Formal proposals for ‘notifiable unit developments’ will be approved for consideration by the FEC by the ADT, in consultation with the Dean and the FFRM;
  • Proposals for units coordinated by the Faculty itself will be prepared by the appointed unit coordinator and approved for transmission to the Secretary of the FEC by the ADT.

Assessment by FEC

  • All new unit proposals and all unit major amendments will be assessed on academic grounds by one other member of FEC (nominated by the ADT) and their comments will be returned to the relevant SEC convenor or faculty coordinator prior to the next meeting of FEC. The proposal will be discussed by the FEC and other members will be able to submit further comments and may seek additional information or propose modifications to the proposal;
  • Minor unit amendments and unit disestabishments will be discussed by the FEC at its next meeting or, if necessary, assessed by the FEC Executive prior to that meeting.

Approval by FEC

  • The proposal will be considered by the FEC or referred to the FEC Executive;
  • If the final version of the proposal is not approved at a meeting of the FEC, for example if it has been amended following comments by the assessor and other members of the FEC, then it will be assessed by the FEC Executive and either (a) placed on the Agenda of the next meeting of the FEC, (b) forwarded by e-mail for a vote of approval by all members of the FEC or (c) approved by the FEC Executive on behalf of the FEC. The guidelines for the FEC Executive to proceed via (a), (b) or (c) will be approved by the FEC from time to time;
  • If the proposal has been approved by the FEC Executive or by an e-mail vote then it will be noted at the next meeting of the FEC and may be raised for further discussion at that time;
  • Once the final version of the proposal has been approved by the FEC, or the FEC Executive on its behalf, it will be transmitted to the Faculty Board in that form.

Approval by the Faculty Board

  • If the FFRM has confirmed that Faculty-level resources are available to offer the unit then it will be placed on the Agenda of the Faculty Board;
  • The proposal will be considered by the Faculty Board;
  • If the proposal is approved by the Faculty Board and there are no other apparent obstructions, including inter-faculty considerations, then will be signed by the Dean;
  • The Faculty Academic Manager (or Manager, Research and Graduate Studies) or their delegate, will register the new unit or amendment in Callista;
  • The Secretary to the FEC will report the proposal to the University Education Committee on the appropriate proforma.

PROCESS FOR NEW AND AMENDED COURSES AND DISESTABLISHMENTS

Significant course amendments are those which have university-level interest. At this time, these have been defined as:

  • cross faculty ventures, or any courses that may impact on other faculties;
  • cross-institutional ventures or courses involving other external partners;
  • courses that are to be offered outside Australia;
  • courses with a new kind of University award not currently conferred by Monash;
  • courses that may have a major impact on a particular campus;
  • course structures different from those usually applying for the type of award (for example, masters courses that need to be included in the schedule of exceptions);

but the list at http://www.adm.monash.edu.au/unisec/res/cds/process/ should be consulted during planning and prior to the submission of the course proposal, as the categories may change from time to time.

Planning

  • The ADT should be notified of the intention to prepare a new course proposal or significant course amendment. Where and when required, the ADT will notify the Deputy Vice-Chancellor (Academic and Planning) (DVC(A&P)) of the course development;
  • Proposals that may have resource (including financial or HECS load) implications on the Faculty, in the opinion of either the proposer or the ADT, will be assessed on those grounds by the ADT, Faculty Academic Manager (FAM) and FFRM. That group will prepare a recommendation on the proposal for the Dean, who may choose to seek further advice on the proposal at the next Dean’s Advisory Committee;
  • Prior to the preparation of the formal documentation, the course coordinator preparing the proposal should obtain in-principle support of the ADT and the Heads of all Schools (or delegate) that are involved in the teaching of the course;
  • The ADT will consult with their counterpart in any Faculty that may be affected by the course, to obtain their in-principle agreement to the proposal;
  • For significant course amendments, the Dean will consult with the DVC(A&P);
  • The formal proposal will be completed using the appropriate proforma (http://www.sci.monash.edu.au/staff/forms/teachingadmin.html) with the assistance of either the relevant School representative to the FEC or the ADT.

Transmission to FEC

  • Where a School is coordinating the proposal, the SEC convenor will ensure that the proposal is endorsed by the Head of School for its transmission to FEC, and will submit  the electronic version of the proposal to the Secretary of the FEC. If more than one School is involved in the current or planned teaching of the course then the SEC convenor coordinating the development of the proposal must ensure its endorsement of all relevant  SEC convenors or Heads of School prior to its submission to the FEC;
  • Proposals for courses coordinated by the Faculty itself will be prepared by the appointed course coordinator and approved for transmission to the Secretary of the FEC by the ADT.

Assessment by FEC

  • All new course proposals and all course major amendments will be assessed on academic grounds by two other members of FEC (nominated by the ADT) and their comments will be returned to the relevant SEC convenor or faculty coordinator prior to the next meeting of FEC. The proposal will be discussed by the FEC and other members will be able to submit further comments and may seek additional information or propose modifications to the proposal;
  • Minor course amendments and course disestabishments will be discussed by the FEC at its next meeting or, if necessary, assessed by the FEC Executive prior to that meeting.

Approval by FEC

  • The proposal will be considered by the FEC or referred to the FEC Executive;
  • If the final version of the proposal is not approved at a meeting of the FEC, for example if it has been amended following comments by the assessor and other members of the FEC, then it will be assessed by the FEC Executive and either (a) placed on the Agenda of the next meeting of the FEC, (b) forwarded by e-mail for a vote of approval by all members of the FEC or (c) approved by the FEC Executive on behalf of the FEC. The guidelines for the FEC Executive to proceed via (a), (b) or (c) will be approved by the FEC from time to time;
  • If the proposal has been approved by the FEC Executive or by an e-mail vote then it will be noted at the next meeting of the FEC and may be raised for further discussion at that time;
  • Once the final version of the proposal has been approved by the FEC, or the FEC Executive on its behalf, it will be transmitted to the Faculty Board in that form.

Approval by the Faculty Board

  • If the ADT, FAM and FFRM have confirmed that Faculty-level resources are available to offer the course then it will be placed on the Agenda of the Faculty Board;
  • For significant course amendments the Dean will determine that the DVC(A&P) supports the proposal;
  • The proposal will be considered by the Faculty Board;
  • If the proposal is approved by the Faculty Board, and there are no other apparent obstructions, then will be signed by the Dean;
  • The FAM (or Manager, Research and Graduate Studies) or their delegate, will register the new course or amendment in Callista;
  • The Secretary to the FEC will report the proposal to the University Education Committee on the appropriate proforma.