Timing-of-Approvals-for-Courses-and-Units-and-Key-Dates-Approved-May-2014

UWA CURRICULUM MANAGEMENT TIMING OF APPROVALS FOR COURSES AND UNITS – INFLUENCING FACTORS AND NATIONAL BENCHMARKING TRIM FILE REFERENCE: F37868 FILE PATH ON SERVER: /STORAGE1/VHOST/CONVERT.123DOC.VN/DATA_TEMP/DOCUMENT/VIO1666195989-587627916661959893012/VIO1666195989.DOC DOCUMENT STATUS Draft Ready for Review X Final DOCUMENT MODIFICATION HISTORY Version Number Primary Author(s) 1.0 Academic Policy Services 1.1 Key Stakeholders (refer Appendix A) 1.2 Key Stakeholders (refer Appendix A) (name and position) Description of Version Final Document Approved by Mr Peter Curtis, Registrar, Registrar’s Office Document updated by Key Stakeholders to align with internal and external (Government) changes Draft referred back to Key Stakeholders for review Final report incorporating feedback from all stakeholders, referred for approval Date Completed Provided To 11 October 2012 Disseminated University-Wide 20 February 2014 – 28 March 2014 Key Stakeholders (refer Appendix A) 31st March 2014 Mr Peter Curtis, Registrar and Executive Director, Corporate Services DOCUMENT APPROVAL Approved By (name/position of approver) Mr Peter Curtis, Registrar and Executive Director, Coporate Services Signature/Confirmation Peter Curtis Date 1st May 2014 Page of 26 TABLE OF CONTENTS EXECUTIVE SUMMARY 1.1 Review and Key Outcomes BACKGROUND EXTERNAL INFLUENCING FACTORS .4 3.1 Reporting Requirements – Commonwealth Government, Department of Education 3.1.1 Course File 3.1.2 Campus File 3.1.3 Course and Campus File – UWA Timelines 3.1.4 Unit Information 3.1.5 Unit Information – UWA Timelines 3.2 Australian Government – MyUniversity Website 3.3 Australian Career Information Register (ACIR) – The Good Universities Guide 3.4 Tertiary Institutions Service Centre (TISC) Guide 3.5 Commonwealth Register of Institutions and Courses For Overseas Students (CRICOS) Registration Process 3.6 Fees 3.6.1 Domestic Fees 3.6.2 International Fees 3.6.3 Publication of Fees 3.6.4 Funding Agreement with the Commonwealth Government 3.6.5 Funding Estimates for the Commonwealth Government INTERNAL INFLUENCING FACTORS 4.1 University-wide Systems and Processes 4.1.1 UWA Committee Approval Process 4.1.2 Callista Student Information Management Systems (SIMS) 10 4.1.3 Student Enrolment and Load Planning and Budgeting 10 4.1.4 Timetabling 10 4.2 Marketing, advertising and other publication requirements 11 4.2.1 Publications – UWA Handbook 11 4.2.2 Future Students’ website 11 4.2.3 Domestic Student Marketing - UWA Prospectus 11 4.2.4 International Student Marketing – UWA Prospectus 12 4.2.5 UWA Open Day 12 BENCHMARKING 12 5.1 The University of Melbourne 12 5.2 The University of Adelaide 12 5.3 Curtin University of Technology 13 5.4 Edith Cowan University 13 5.5 University of Western Sydney 13 5.6 Benchmarking – Summary Table 14 UWA CURRICULUM MANAGEMENT – CRITICAL DATES 15 APPENDIX A – KEY STAKEHOLDERS 16 Appendix B - Stakeholder List of Annual Key Dates 17 Academic Policy Services – October 2012 Updated – March 2014 Page of 26 EXECUTIVE SUMMARY The purpose of this document is to provide University staff, both professional and academic, with an overview of the range of constraints that are imposed, both external and internal, consequent critical deadlines and the data requirements that influence the setting of the University’s timelines for the submission of new proposals and changes to existing curriculum But most importantly - the impact of missing these scheduled dates is highlighted It is intended to prompt all staff and sections to revisit their planning and processes associated with new and changes to curriculum, to ensure that the University is well placed to recruit and graduate a diverse student cohort of the highest quality while at the same time meeting statutory obligations to the Commonwealth 1.1 Review and Key Outcomes The timelines detailed in this document, which was first formulated in October 2012, have been reviewed in February 2014 at a workshop attended by all key stakeholders (refer Appendix A), in particular to take account of changes in Federal Government reporting requirements Three key findings of the review are:  Many opportunities continue to be missed, in particular international marketing, but also local opportunities such as the TISC guide, school visits, various prospectus’, as faculties not provide adequate lead in time for new offerings For example, new postgraduate courses need to be approved and CRICOS registered approximately 18 months prior to offering in order to maximise international marketing opportunities  UWA provides a flexible approach, providing one of the most generous timelines (refer Section Benchmarking) to enable opportunities to review and update curriculum and respond to national and international trends whilst maintaining a rigorous approval process to ensure a high quality curriculum and meet Commonwealth Government requirements  Faculty teaching allocations tend to take place in November each year, as a consequence further changes to unit availabilities and unit content are requested by faculties Such late changes have a broad impact, for example on enrolments, the Handbook, timetabling and admissions, all of which flow on to the UWA student experience The 2014 roll-out of CAIDi (Curriculum Approval Information Database) as an on-line tool for curriculum management has further streamlined internal processing of curriculum and provided clarity on a definitive source for such data, ensures the information is collected only once, and has been appropriately considered, approved and disseminated to relevant stakeholders, in particular the University’s Callista Student Information Management System (SIMS) Faculties are encouraged to focus on the consequences of missing certain critical dates so that staff can make informed decisions on the management of their curriculum and the impact on the student experience, in particular attracting high quality students who are sought after by competing universities in the global market Academic Policy Services – October 2012 Updated – March 2014 Page of 26 BACKGROUND In support of the University’s 2020 Vision to be recognised as a global leader in university education, the University is committed to delivering an excellent educational experience, high levels of student satisfaction and will be at the forefront of educational innovation in course structures and curriculum, in teaching and pedagogy, and in on-line education The development and maintenance of a high quality curriculum is a key part of delivering the University’s educational goals The University has a long established process for the development, approval and review of its courses and units This process is based on the collegial decision-making framework and ensures that consideration and approval are given at appropriate levels A consequence of introducing the new courses framework in 2012, which included a change in academic governance requirements with the introduction of Boards of Studies and the Board of Coursework Studies, was a shift in some of these responsibilities and associated procedures to approve courses and units The approval of new degree awards remain the responsibility of the Senate Primary drivers for the University's curriculum approval requirements are its strategic and operational objectives, coupled with the responsibilities of the Faculty Boards, the Board of Coursework Studies (and the five Boards of Studies) the Academic Council/Board and the Senate to ensure that UWA courses have educational integrity within the new framework, meet quality assurance standards, and align with the University's strategic directions These committees carry out their functions within constraints that are imposed by a number of external stakeholders and others constraints that derive from the University’s annual student recruitment and admission cycle (and with it, the competition for the best domestic and international students) and the needs of enrolling and re-enrolling students EXTERNAL INFLUENCING FACTORS 3.1 Reporting Requirements – Commonwealth Government, Department of Education (http://education.gov.au/help-resources-providers) Under section 19-70 of the Higher Education Support Act 2003, the University is required to provide “such statistical and other information that the Minister by notice in writing requires from the provider in respect of … the provision of higher education by the provider” Section 19-95 of the Act also mandates that the University “must give the Minister a schedule of the student contribution amounts for places, and tuition fees … for all the units of study it provides or proposes to provide during a period ascertained in accordance with the Higher Education Provider Guidelines”, and “must give the schedule … in a form approved by the Minister” … and “publish the schedule for a particular period by the date ascertained in accordance with the Higher Education Provider Guidelines” In more practical terms, these requirements translate into the need to:  produce and submit by 1st August a course and campus file that shows details of all courses to be offered for the following year by campus; and  publish a schedule of student contribution amounts and tuition fees for all units of study to be provided or proposed to be provided, on or before the earliest enrolment date for units of study, enabling students to access information about fees before they enrol The Commonwealth government does not take lightly breaches in its reporting requirements and has previously withheld funding from a university that failed to submit its data collections on time Academic Policy Services – October 2012 Updated – March 2014 Page of 26 The Statistics Office in Planning Services prepares and submits these data files and schedules using data stored on the Callista Student Information Management System (SIMS) It is important that accurate and relevant data are loaded on the system well in advance of the prescribed Department of Education deadlines for submitting these data Further details of the requirements are provided below 3.1.1 Course File The course file provides details of the course name, course code, course type, special course type (i.e medicine, dentistry or veterinary courses), field of education, course length (course of study load) and combined course of study indicator 3.1.2 Campus File The campus file provides details of the campus postcode, type of operation (stand alone or partnership) and principal mode of delivery (of offshore courses) It also provides for each course and campus location, indicative student contribution amounts for a Commonwealthsupported place and indicative tuition fees for a domestic fee-paying place for the next year, and entry cut-offs and additional entrance criteria for a Commonwealth-supported place and for a domestic fee-paying place in the previous year 3.1.3 Course and Campus File – UWA Timelines In order to meet the 1st August Department of Education deadline for course and campus file data, Planning Services need to access the data in SIMS by no later than 15 th July Planning Services generates the files from SIMS and submits them to the Commonwealth government via the Higher Education Information Management System (HEIMS) for validation Follow-up of courses that fail validation may be required and results in updates to SIMS, hence two weeks is needed to complete this iterative process To meet the Planning Services deadline, Student Systems need to receive from Academic Policy Services (following the University’s committees approval process) new, changed and proposed course information by 1st July allowing two weeks for input of the new data and update of changed data in SIMS New and changed course information is updated in SIMS The new course data items provided by Academic Policy Services form the stem of an extended record that must be created within SIMS To accommodate the above critical timelines and processes, new degrees, new courses and major changes to courses (those that have a structural impact) would need to be approved by the Academic Council no later than its early-June meeting for new degree awards and its earlyJuly meeting for new courses and major changes Approval of new degree awards would need to flow onto the Senate for approval at its late-June meeting The current turn around between Academic Council in the first week of July and the flow on of information to Student Systems and Planning Services to enable UWA to meet the Department of Education deadline of 1st August is as streamlined as possible and utilises available reporting tools including CAIDi and Callista 3.1.4 Unit Information The University is obliged to report information on individual units twice a year to the Department of Education and publish a schedule of student contribution amounts and tuition fees on the University’s website (refer http://www.unitcosts.uwa.edu.au/ ) Schedules must be published on the website on or before the earliest enrolment date for units of study, enabling students to access information about fees before they enrol Variations to this published information that will disadvantage students, such as increased fees or bringing the published census date forward in time, must be referred prior for Ministerial approval Academic Policy Services – October 2012 Updated – March 2014 Page of 26 The data reported for units is their availability, their student contribution amount and their domestic fee (if applicable) This relies on the following:  Unit code  Unit name  Credit points  Unit availability (census date, campus)  Field of education 3.1.5 Unit Information – UWA Timelines In order to meet the Department of Education reporting and publishing dates Planning Services need to access the data in SIMS by May for units with census dates in the second half of the calendar year and by November for units with census dates in the first half of the following calendar year To meet the Planning Services deadline, Student Systems require the approved unit information four weeks prior for input into SIMS UWA Contacts: Mr Luke Minchin, Manager, Statistical Services, Statistics Office, Planning Services and Ms Mary Carroll, Associate Director (Student Systems), Student Services 3.2 Australian Government – MyUniversity Website (http://myuniversity.gov.au/) The MyUniversity website is the Commonwealth government’s online higher education information service that is intended to provide students with access to clear, meaningful and transparent information about Australia’s higher education providers This interactive, searchable website displays course information and fees, student demographics, student satisfaction and graduate destination survey results, student services and campus facilities, and research student numbers and scholarships The University’s data in support of this website is mainly drawn from the course and campus file data provided to the Department of Education by 1st August each year (refer section 3.1.3) UWA Contact: Mr Luke Minchin, Manager, Statistical Services, Statistics Office, Planning Services 3.3 Australian Career Information Register (ACIR) – The Good Universities Guide (http://www.acir.com.au/) (http://gooduniguide.com.au/) ACIR collects information from Australian universities, for UWA its primary purpose is The Good Universities Guide Planning Services collects this information for both undergraduate and postgraduate coursework courses, based on approved data, and submits the UWA response for postgraduate courses by late-March and for undergraduate courses by midOctober The Good Universities Guide publishes individual university ratings and also comparisons with other universities that are of interest to both undergraduate and postgraduate students UWA Contact: Mr Robert McCormack, Director, Planning Services 3.4 Tertiary Institutions Service Centre (TISC) Guide (http://www.tisc.edu.au/static/home.tisc) All domestic prospective students seeking admission to a public Western Australian university at the start of the academic year apply for university admission through TISC Applications for university admission open in August Academic Policy Services – October 2012 Updated – March 2014 Page of 26 Undergraduate course and major information for school leavers is provided by the Admissions Centre for publication in the TISC guide each year The deadline for providing course information to TISC is mid-April At UWA new undergraduate curriculum proposals may not have completed the approval process (or in some instances may not have been submitted for approval) by this deadline therefore information is often incomplete or provided with a note added ‘subject to final approval’ Where there are changes to subject entry requirements then two years notice is required so that Year 10 students have adequate opportunity to take this into account in their subject selection Late submission of data is possible however many promotional opportunities are missed when school material is printed or if information is inaccurate; it causes confusion for TISC applicants and impacts on the repution of UWA UWA Contact: Dr Anne Mills, Associate Director, Student Services (Admissions), Admissions Centre 3.5 Commonwealth Register of Institutions and Courses For Overseas Students (CRICOS) Registration Process The International Centre can apply for CRICOS registration of new courses only when the courses have been approved (by Senate if the new course results in a new award, or by Academic Council if no new award is involved) Information required by the approving authority, Tertiary Education Quality Standards Agency (TEQSA) include the expected number of domestic and international enrolments in a given year, duration of any work component if applicable (in hours per week and number of weeks), details of arrangements with other providers if any, course duration, quantum non-tuition fees and quantum tuition fees When the course and the fees have been approved (refer section 3.6.2), the International Centre (Manager, International Quality Assurance), applies to TEQSA for CRICOS registration TEQSA approval generally takes six weeks from the date they receive the application Currently there is no cost for CRICOS registration However, it should be noted the registration charge was suspended in 2012 and is subject to review by TEQSA The Manager, International Quality Assurance, informs the appropriate Dean(s), Faculty Administrative Officer(s) and other stakeholders when the CRICOS codes are issued by TEQSA No advertising or promotion to (prospective) student visa holders can legally take place before the CRICOS codes have been issued UWA Contact: Mr Anthony Turner, Manager, International Quality Assurance, International Centre 3.6 Fees 3.1.6 Domestic Fees Fees for domestic students, both undergraduate and postgraduate, are collated and coordinated by the Senior Administrative Officer (Fees) in Student Administration New tuition fees are approved by the Deputy Vice Chancellor (Education), proposed fee amendments to existing fees that are outside of University Policy require the approval of the Deputy Vice Chancellor (Education) After compiling fees information from Faculties, Student Administration provides a report to the Planning and Resources Committee in readiness for reporting and publication by Planning Services Domestic postgraduate fees are managed in accordance with the University Policy on Fees: Setting, amending and monitoring tuition fees for domestic postgraduate students UWA Contact: Ms Kara Lopes, Senior Administrative Officer (Fees), Student Administration Academic Policy Services – October 2012 Updated – March 2014 Page of 26 3.1.7 International Fees The international tuition fees for the course are collated and coordinated by the International Centre in consultation with faculties and other stakeholders and require approval by the Planning and Resources Committee and the Vice-Chancellor or delegated authority (Approval by the Planning and Resources Committee is normally done on behalf of the Committee by the Vice-Chancellor or delegated authority, the Deputy Vice-Chancellor (Education) in consultation with the Pro Vice-Chancellor (International) and Director, International Centre.) International fees must be finalised in time for publication deadlines for the Undergraduate and Postgraduate Prospectus for International Students (refer section 4.2.4) The Manager, International Quality Assurance, provides tuition fee updates to SIMS once approved Note: A University policy on setting, amending and monitoring international student fees is being formulated (2014) by the International Centre UWA Contact: Mr Anthony Turner, Manager, International Quality Assurance, International Centre 3.1.8 Publication of Fees In addition to reporting requirements, the University is required by the Commonwealth government to publish all fees relevant to the following year on or before the earliest enrolment date for units of study This process is undertaken by Planning Services and the data is mainly sourced from SIMS To view individual course and unit fees refer to the UWA Fees Calculator at http://www.unitcosts.uwa.edu.au/ UWA Contact: Mr Luke Minchin, Manager, Statistical Services, Statistics Office, Planning Services 3.1.9 Funding Agreement with the Commonwealth Government While the Commonwealth government has uncapped the allocation of Commonwealthsupported places in Bachelor degrees, it continues to limit the funding for student places in all other courses It does this by specifying in a Funding Agreement a maximum allocation of places in “designated courses” New course proposals, other than at Bachelor degree level, that are expecting an allocation of Commonwealth-supported places will require negotiations with the Commonwealth government to have the new course recognised as a designated course and to make changes to the Funding Agreement to fund the new course These negotiations are usually time consuming and, in the current policy settings, are unlikely to be successful Early consultation with Planning Services in this regard is advisable UWA Contact: Mr Robert McCormack, Director, Planning Services 3.1.10 Funding Estimates for the Commonwealth Government The University is required on st April and 1st October each year to submit to the Commonwealth government estimates of student load and associated funding for domestic students for the current year and next three years by course type group and discipline cluster The Commonwealth government uses these estimates to determine payments made to the University for student load and loans in advance of receiving actual student load and liability data These payments are eventually adjusted in the following year in light of the data that is eventually submitted The April estimates are derived by modifying the projection completed in September of the previous year in light of early load data for the first semester of the current year The October estimates are derived from the September projection While these estimates not require us to provide details of individual courses, apart from medical courses, these estimates should reflect any expected shifts in the load and discipline mix that may arise from planned changes to courses and units Otherwise the University runs the risk of having to Academic Policy Services – October 2012 Updated – March 2014 Page of 26 manage significant disruptions to its cash flow in light of adjustments to Commonwealth payments UWA Contact: Mr Robert McCormack, Director, Planning Services INTERNAL INFLUENCING FACTORS 4.1 University-wide Systems and Processes 4.1.1 UWA Committee Approval Process The University’s collegial decision-making processes include consideration and approval at appropriate levels, including Faculty Boards, Boards of Studies, Board of Coursework Studies, Academic Council/Board and the Senate The following are annual timelines for final approval of new and changes to curriculum: New Proposals require consideration and approval via the committee system: Curriculum Item  New Majors (and associated units);  Honours (and associated units);  Unattached elective units;  Postgraduate courses (Cycle II and associated units)  New degree award Latest Opportunity to submit to the Central Committee System (Boards of Studies/BCS) Final Approval required (Academic Council/ Senate) Year of offering Third Monday in April Early-July (Academic Council) Following Year Third Monday in April Mid-June (Senate) Following Year Curriculum Changes are approved depending upon their impact Curriculum Item  Majors;  Honours (and associated units);  Unattached elective units;  Postgraduate courses (and associated units) Final Submission Approval deadlines Year of offering Third Monday in April Early-July Following Year End-May Early August Following Year With the roll-out of CAIDi in 2014, which enables online submission, Faculties are encouraged to submit their propsals as early as possible as and when the Faculty-level approvals have taken place Additionally, Faculties are strongly encouraged to consider the impact statements provided by key stakeholders (Appendix B) indicating opportunities that are missed as new proposals are submitted later in the cycle It should also be noted that these final deadlines provide no flexibility for the Faculties if a proposal is referred back to a Faculty for further information or review Where proposals or submissions are received past the latest date noted above, Academic Policy Services will work with the Faculties to try and enable the requisite approvals, but this will incur additional academic and administrative workload – for example additional extra-ordinary meetings of Academic Policy Services – October 2012 Updated – March 2014 Page of 26 committees to consider late submissions; reworking of proposals over weekends to meet tight turnarounds This is probably not sustainable in the long term Additionally, in some instances new proposals may not be approved in time to enrol students the following year UWA Contacts: Dr Kabilan Krishnasamy, Senior Policy Officer, and Ms Jan Cardy, Senior Administrative Officer, Academic Policy Services 4.1.2 Callista Student Information Management Systems (SIMS) Approved data is captured in the University’s Callista Student Information Management System (SIMS) in preparation for applications from prospective students, offers of places, student enrolment and student management Courses need to be available in Callista in order for prospective students to be able to apply online via the Applicant Portal As applications for future years need to be made available (particularly for international applications) the approved course and unit set (majors, honours etc.) information must be recorded in Callista as early as possible In addition, other stakeholders extract data from SIMS to facilitate their processes and reporting requirements of the University For example:  Planning Services – Department of Education reporting (refer section 3.1), and student enrolment and load planning (to meet external and internal requirements)  Timetabling (refer section 4.1.4)  Future Students’ website (refer section 4.2.2) UWA Contact: Ms Mary Carroll, Associate Director (Student Systems), Student Services 4.1.3 Student Enrolment and Load Planning and Budgeting Planning Services prepare student enrolment and load projections to model the expected impacts of the continuation of current enrolment patterns and planned changes to student intakes and courses on future student enrolments and load Two main projections are usually completed in mid-May and late-September These projections depend on student enrolment data captured at the main census dates of 31 March and 31 August, and on information obtained from faculties and other key stakeholders on planned intakes and changes to courses Projected load figures are a key driver of the University’s budget and will be uploaded onto the new Hyperion budget system It is therefore important that the projections appropriately reflect planned changes to courses and units UWA Contact: Mr Robert McCormack, Director, Planning Services 4.1.4 Timetabling The Central Timetable is an important framework which allows timetabling constraints such as student enrolments patterns, various teaching formats, academic teaching responsibilities and room allocations to be coordinated The timetabling process relies on unit availability data being accessible in mid-July of the year prior to the year the unit will be taught For example – data for units to be offered in 2015 are required in mid-July 2014 From Callista SIMS, relevant unit availability data is imported into a new Timetable database for the following year In August of the current year, via a timetable data collection website Faculty Timetable Coordinators update the timetable requirements (ie teaching activities, venue related requirements etc.) for the following year, thereby creating the foundation for constructing the timetable The timetable for lectures is published online in early November to coincide with the beginning of the UWA re-enrolment period for the following year The laboratory and tutorial timetable is usually published early December for the following year Facilities Management is currently discussing with stakeholders and partners an upgrade to the University’s timetabling system and current business processes Pending project approval and progression, business processes may be reviewed and substantially revised Academic Policy Services – October 2012 Updated – March 2014 Page 10 of 26 4.2 Marketing, advertising and other publication requirements 4.2.1 Publications – UWA Handbook The UWA Handbook is published online in the first week of November each year It is timed to be published the week prior to re-enrolment which usually falls on or around 10 November If this deadline is not met, students will not have the information they need to make informed choices for their re-enrolment Likewise, student advisers will not be able to give up-to-date advice to re-enrolling students The Publications team undertakes an editorial and checking process for all the units, majors, courses and rules in preparation for the early November ‘go live’ date To meet this target Publications needs to be able to start accessing the data from the Curriculum Approvals Information Database (CAIDi) in late June and continue this process right through to September as more data becomes available/is approved By early October, the Publications Unit team would expect to be in the final checking stages of the Handbook in which any last minute queries and inconsistencies are resolved UWA Contact: Ms Sarah Heinzman, Publications Manager, Publications Unit 4.2.2 Future Students’ website (http://www.studyat.uwa.edu.au/) Course and career information for Australian and International Students is advertised each year on the University’s Future Students’ website The site pulls core data from SIMS, however SIMS is unlikely to hold up-to-date information for the following year until July each year Also the site relies on links to the online Handbook which is published in November each year Early approvals of new proposals and curriculum changes would result in the information provided on the Future Students’ website being up-to-date and available much earlier At present, some course information is published ‘subject to approval’ UWA Contact: Dr Anne Mills, Associate Director, Student Services (Admissions), Admissions Centre 4.2.3 Domestic Student Marketing - UWA Prospectus The Admissions Centre annually publishes the following information for domestic students:  Undergraduate Prospectus  Postgraduate Prospectus The Undergraduate Prospectus is published in late February/early March each year to align with school visits which commence in February The current approval process is, therefore, too late for the publication deadline and details are often printed with ‘subject to approval’ added, or pertinent information regarding new courses is omitted The Postgraduate Prospectus is published in late June/early July (to also be available for Open Day in August), however some postgraduate programs open for applications from February so the early availability of accurate information is important for these early application courses UWA Contact: Ms Narelle Molloy/Ms Julie Peterkin, Managers, Prospective Students Office, Admissions Centre Academic Policy Services – October 2012 Updated – March 2014 Page 12 of 26 4.2.4 International Student Marketing – UWA Prospectus The International Centre annually publishes the following information for international students:  Undergraduate Prospectus  Postgraduate Prospectus  Study Abroad Prospectus The former two are published in May each year (usually sent to the printer by April) The latter is published in October (usually sent to the printer by September) No advertising or promotion to (prospective) international students can legally take place before CRICOS codes have been issued CRICOS registration can take weeks from the date it is submitted and must be fully approved before it is registered (refer section 3.5) All marketing material must be sent to the Manager, International Quality Assurance to be placed on an internal UWA register UWA Contact: Ms Margaret Anderson, Associate Director (International Marketing and Recruitment), International Centre 4.2.5 UWA Open Day UWA Open Day is held annually in early August To ensure new undergraduate and postgraduate courses are able to be publicised in Open Day marketing collateral, specifically the digital and print marketing, event program and the Open Day ‘app’ put together by Marketing and Communications (formerly Public Affairs), the recommended deadline for receiving information is April with finalised material by early May This timeline also allows sufficient time for faculties to design and print new materials before the event, should they wish to so UWA Contact: Communications Danni Wick, Acting University Marketing Manager, Marketing and BENCHMARKING A benchmarking exercise has been carried out with a sample of other Australian universities as noted below This sample indicates that Universities have a couple of approaches from fixed and specific deadlines (eg ECU) to a range of timelines and consequent outcomes that would need to be determined by the proposer (eg Adelaide) At UWA, given the collegial and devolved culture, the latter approach has been adopted In this report we have provided further clarity on the impact of missing key dates – refer Appendix B 5.1 The University of Melbourne A recommended submission deadline (both new proposals and major changes to programs) of early February (3rd February in 2014) to meet deadlines for government reporting, VTAC submission and International Marketing Latest submission date (for offerings in the following year) is early May (1 May in 2014) but does not guarantee approval Source: Academic Board – Course & Subject Approval Schedule 2014 http://about.unimelb.edu.au/academicboard/camp/timelines-for-approval/2014_dates 5.2 The University of Adelaide New academic program proposals or the revision of an existing program must be submitted in time to meet critical publication deadlines eg Government reporting and International Marketing deadlines Source: The University of Adelaide – ‘Program Development & Approval’ web pages http://www.adelaide.edu.au/learning/staff/program-approval/ Academic Policy Services – October 2012 Updated – March 2014 Page 13 of 26 5.3 Curtin University of Technology The most critical deadlines for implementing course developments and/or changes relate to government reporting requirements, if the course is to be offered to international students to study in Australia this includes CRICOS registration Other requirements that should also be taken into consideration include publication and marketing requirements eg TISC guide, Curtin Open Day Source: Curtin University of Technology – ‘Courses Management’ http://otl.curtin.edu.au/course_quality/courses_management/cm_timelines.cfm web pages 5.4 Edith Cowan University New Proposals – Approval deadline for the introduction of any new major, honours or postgraduate course (and associated units) is 15 th March each year to meet Government reporting, TISC and marketing requirements Curriculum Changes – Approval deadline for changes to existing courses, including the introduction of new units into an existing course are:   15th March for offerings in S2 of the same year 31st August for offerings in S1 of the next year Source: ECU Course and Unit Approval Deadlines (Undergraduate and Postgraduate Higher Education Courses) http://intranet.ecu.edu.au/staff/centres/office-of-academic-governance/our-services/courseapproval-resources 5.5 University of Western Sydney New Courses or major changes to courses, including the introduction of new units, should complete the approval process by the March meeting of Academic Senate of the year preceding introduction Major change to units should be approved by mid-March of the year preceding introduction Source: Award Courses and Units Approval Policy – University of Western Sydney http://policies.uws.edu.au/view.current.php?id=00117#p3 Academic Policy Services – October 2012 Updated – March 2014 Page 14 of 26 5.6 Benchmarking – Summary Table Institution Number of approving committees (after Faculty Board approval) Deadline for Faculties submitting new proposals University Approval deadline for new proposals* Deadline for Faculties submitting change requests University Approval deadline for change (major) The University of Melbourne  Academic Programs Committee Academic Board Options: Submission deadline of January to meet deadlines for International marketing requirements Latest submission deadline of May to ensure timely approval for offering in the following year Options: Approval in February to meet government reporting deadlines, VTAC submission and International marketing deadlines Latest approval date (Academic Board) is June each year to meet critical dates Same as new proposals Same as new proposals University Learning Committee (ULC) Program approval and Entry Committee (PAEC) Academic Board (AB) Vice-Chancellor and President (VC&P) Options: Various approval dates (options) to meet Publication deadline eg submit in August 2013 to meet UG and PG international prospectus 2015 Latest submittion deadline of Septemer for offering in 2015 Options: Various approval dates (options) offered to meet critical deadlines eg approval by November 2013 to meet International marketing deadlines for programs to be offered in 2015 Latest approval date – (Academic Board) is October each year however many marketing opportunities will have been missed Same as new proposals Same as new proposals  University of Adelaide     Curtin University of Technology   Courses Committee Academic Board Courses Committee - May Courses Committee - June March for changes to reportable unit information June Edith Cowan University  University Curriculum Teaching and Learning Committee Academic Board Early submission encouraged March latest submission April August (significant amendments) Small updates up to 10 days prior to the start of each semester September Academic Planning and Courses Approvals Committee (APCAC) Academic Senate Not known March – Academic Senate Not known March – Academic Senate Boards of Studies Board of Coursework Studies Academic Council Senate (new awards only) Early submission encouraged Latest submission date of third Monday of April June – Senate (new awards only) July – Academic Council UG - April PG – May UG – July PG – August  University of Western Sydney   University of Western Australia     Academic Policy Services – October 2012 Updated – March 2014 Page 15 of 26 UWA CURRICULUM MANAGEMENT – CRITICAL DATES The following provides a brief snapshot of the impact that may occur if critical dates are missed, in particular within the context of the student experience and accountability to Government, both of which may impact on UWA’s reputation Requirement Latest approval timeline Impact of missing deadline CRICOS registration (International course offerings) Approval by September for offering in the year after next Registrations can take up to six weeks  Unable to market internationally without CRICOS registration International Marketing Approval by November for offering in the year after next  Many promotional opportunities missed Could lead to possible reduction in income Domestic Marketing Approval by December for offering in the year after next    TISC publication (Undergraduate only) Approval by February for offering in the following year  Government course reporting My University’s website Approval by June (new award) or July for offering in the following year to meet reporting deadline of 1st August     Government unit reporting Approval by July for offering in the following year UWA obliged to publish a schedule of student contribution amounts and tuition fees for all units of study to be provided on or before the earliest enrolment dates UWA stakeholders have agreed that a publication timeline of 1st November should be the annual target date to enable re-enrolments in early November    Missed opportunities to market new programmes at career fairs and school presentations (school visits begin in February each year) Future students website Inaccurate / incomplete or ‘subject to approval’ information provided Inaccurate / incomplete information provided Promotional opportunities missed – in particular in attracting the top school leavers to UWA Inaccurate/incomplete information reported UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments Impact on reputation – via My University’s website Inaccurate/incomplete information reported UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments Impact on reputation / student experience Academic Policy Services – March 2014 Page 16 of 26 Appendix A – Key Stakeholders UWA Curriculum Management – Timing of Approvals for Courses and Units Section Key Stakeholders Academic Policy Services Ms Sue Smurthwaite, Director Ms Jan Cardy, Senior Administrative Officer Dr Kabilan Krishnasamy, Senior Policy Officer Admissions Centre, Student Services Dr Anne Mills, Associate Director Communications and Marketing Ms Danni Wick, Acting University Marketing Manager International Centre Mr Anthony Turner, Manager, International Quality Assurance Ms Margaret Anderson, Associate Director (International Marketing and Recruitment) Planning Services Mr Robert McCormack, Director Mr Luke Minchin, Manager, Statistics Office Mr Rob Rispoli, Collections Coordinator, Statistics Office Publications Unit Ms Sarah Heinzman, Publications Manager Student Systems, Student Services Ms Mary Carroll, Associate Director Student Administration, Student Services Ms Di Regan-Roots, Associate Director Timetabling Unit Ms Angela Miller, Senior Timetabler Academic Policy Services – March 2014 Page 17 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details Level Impact of missing Key Date Open all year – ensure 18 months lead-in time to course offering CRICOS registration International Centre For newly approved courses to be offered to International students CRICOS registration must be completed Until registered the course cannot be promoted to international students– registration can take up to six weeks UG and PG Delay in marketing the course internationally - consequently enrolments may be too low to run a viable course Anticipated income reduced at Faculty and University level January/ February Domestic Marketing Admissions Centre Final sign off by Faculty of all marketing material required for the UWA Undergraduate Prospectus (Domestic) UG Late additions or deletions:  Confusion for TISC applicants  Reputational damage  Missed opportunities to market new programmes at career fairs and school presentations Published late February/ early March (school visits commence in February) February Domestic Marketing Admissions Centre Marketing material for new or major changes to PG courses to enable preparation of PG Prospectus PG Delay in marketing the course consequently enrolments may be too low to run a viable course Anticipated income reduced at Faculty and University level February International Student Fees - ongoing International Centre Reviewed and updated international student fee data referred to Student Systems for uploading into Callista SIMS UG and PG Failure to confirm international tuition fees and have uploaded in Callista impacts on marketing and the ability to make firm offers to students UWA courses may be missing from the Good Universities Guide (website and publication) Projection and budget may not Fees are required for inclusion in brochures which are published in May Late-March ACIR – Good Universities Guide Planning Services Courses data mainly drawn from Callista SIMS PG Late-March Planned changes to Planning Services Proposed new courses UG and Page 18 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible courses for student enrolment and load projection Details Level Impact of missing Key Date Planned closure of courses Planned course intakes Planned changes to unit offerings PG appropriately reflect planned changes to student profile Estimates provided to Commonwealth (1st April) may vary inappropriately from planned profile These estimates are derived by modifying the projection completed in September of the previous year as the reporting to Government does not allow robust data collection following the census date (31 March) or align with course approvals (April – July) As such, further projections are undertaken by Planning Services in mid-May for internal purposes Early April UWA Open Day Marketing and Communications Content for marketing Open Day to be submitted in draft form for use in printed and digital marketing collateral UG and PG Lack of advance promotion Risk of being omitted from the Open Day program-online, print and app Early April Domestic Student Fees – changes to ongoing fees Student Administration Annual change process for ongoing domestic fees commences, in consultation with Faculties UG and PG Unable to facilitate the publishing of unit offerings for semester UG and PG UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments Note – fees for new course proposals are included in the course approval process via CAIDi – see mid-April deadline Mid-April Update and publish Unit offerings for Semester (including fees for domestic students) Planning Services Units to be offered in the second half of the current year–core data drawn from Callista SIMS Page 19 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details Level Impact of missing Key Date Mid-April TISC Admissions Centre Course descriptions for school leavers UG only Course will not be included in TISC guide which is a main reference point for TISC applicants Could result in reduction in first preferences (Changes to entry requirements must be submitted two years prior to effective date so that schools can be notified to enable Year 10 students to select appropriate subjects) Mid-April Committee’s approval process Academic Policy Services Latest submission date to enable approvals for new curriculum proposals UG and PG Cannot guarantee relevant Committee consideration/approval in time for offering the following year Mid-April Committee’s approval process Academic Policy Services Final submission deadline for changes to undergraduate curriculum and pre-2012 undergraduate course rules UG only Incorrect data possibly included in Callista, Handbook, etc Consequent confusion for enrolling students and impact on student experience End-April Domestic Marketing Admissions Centre Final sign off by Faculty of all PG marketing material required for the UWA PG Prospectus (Domestic) published late June/ early July (needs to be delivered for Open Day in August) PG PG applicants, especially if they are not current UG students, need to make plans early so if courses are not available the window of opportunity for marketing is lost Student may go elsewhere Late May Committee’s approval Academic Policy Latest submission date to enable approvals for PG only Incorrect data possibly included in Page 20 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details process Services changes to PG curriculum (new and pre-2012) Level Impact of missing Key Date Callista, Handbook, etc Consequent confusion for enrolling students and impact on student experience Late June Senate Academic Policy Services/ Uni Secretary Final Senate approval of new awards for the following year UG and PG Cannot guarantee consideration/approval in time for offering new award the following year Early-July Academic Council Academic Policy Services Final Academic Council approval of new proposals to curriculum for the following year UG and PG Cannot guarantee relevant Committee consideration/approval in time for offering the following year Mid-July Callista SIMS updates Student Systems, Student Services System updates with course availability for postgraduate courses to enable government reporting PG only Data will not be ready in time for Government reporting – possible breach of HESA Mid-July Callista SIMS updates Student Systems, Student Services System updates with course and unit approved data (new proposals) UG and PG Data will not be ready in time for Government reporting – possible breach of HESA Mid-July Callista SIMS updates Student Systems, Student Services System updates with course and unit approved data (changes to curriculum) UG only Data will not be ready in time for Government reporting – possible breach of HESA Page 21 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details Level Impact of missing Key Date Mid-July Preparation for creating a new Timetable database for the following year Timetabling, Facilities Management Data drawn from Callista SIMS for use in the Timetable Data Collection website UG and PG Unable to populate the Timetable Data Collection web site with correct – University approved - unit availability data for the following year Would impact on the quality of timetable information we receive from Schools during the data collection period, and subsequently delay the start of the timetable construction Mid-July Preparation for Government reporting – Course offerings Planning Services Data drawn from Callista SIMS to support Government reporting UG and PG Excluded from the August reporting requirements below resulting in breach of HESA and possible penalty from Department of Education July- September Publications – UWA Handbook Publications Unit, Marketing and Communications Core data drawn from Callista and CAIDi for preparation of online handbook publication UG and PG The UWA Handbook will not be able to be published in time for reenrolment Impact on student advising and student experience 1st August Government reporting Planning Services Courses to be offered for the following year – core data drawn from Callista SIMS UG and PG UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments 1st August MyUniversity’s Website Planning Services Data mainly drawn from Government required course and campus file data submitted by 1st August UG and PG UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments Page 22 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details Level Impact of missing Key Date Mid-August Callista SIMS updates Student Systems, Student Services System updates with final course and unit approved data (changes to curriculum) – faculties PG only Data required in Callista for Government reporting and to enable re-enrolments End August International Marketing International Centre Study Abroad Prospectus (International) Published in October UG and PG Failure to complete impacts negatively on agent relationships and recruitment activities Early September Callista SIMS updates Student Systems, Student Services Initiate with Faculties collection of nonstandard teaching periods data UG and PG Data required in Callista for Government reporting and to enable re-enrolments Early September Domestic Student Fees – changes to ongoing fees Student Administration Updating of domestic student fees is finalised and referred to Student Systems for updating Callista SIMS; to Planning and Budget Committee for review and monitoring UG and PG Compromise ability of SIMS to update final fee data onto Callista to meet re-enrolment timelines Mid-September Callista SIMS updates Student Systems, Student Services System updates with final course and unit approved data (changes to curriculum) – faculties PG only Data required in Callista for Government reporting and to enable re-enrolments Mid-September Callista SIMS updates Student Systems, Student Services Data required to commence update on Callista: UG and PG Data required in Callista for Government reporting and to enable re-enrolments Planning Services Proposed new courses UG and PG Projection and budget may not appropriately reflect planned changes to student profile Mid-September Planned changes to courses for student enrolment and load i) ii) non-standard teaching periods; and unit offerings for following year Planned closure of courses Planned course intakes Page 23 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible projection Details Level Planned changes to unit offerings Impact of missing Key Date Estimates provided to Commonwealth (1st October) may vary inappropriately from planned profile Mid-September Admission and Quota Plan Planning Services Admission and Quota Plan finalised and disseminated PG and UG Delays to policies and arrangements for admitting students to courses, including publication of planned numbers of students to be admitted in defined categories Early October Callista SIMS updates Student Systems, Student Services Finalise fee data on Callista (both new and ongoing) UG and PG Data required in Callista to enable re-enrolments Mid-October ACIR – Good Universities Guide Planning Services Courses data mainly drawn from Callista SIMS UG UWA courses may be missing from the Good Universities Guide (website and publication) Mid-October Formulation of schedule – unit information Planning Services Core data drawn from Callista to formulate schedules for unit information and domestic fees UG and PG Excluded from the November reporting requirements below resulting in breach of HESA and possible penalty from Department of Education Page 24 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details Level Impact of missing Key Date October December International Marketing International Centre Marketing material required: UG and PG Failure to provide adequate information about courses, impacts negatively on recruitment activities Would usually have financial impact as would have to reprint older brochures while new ones are being developed UWA Undergraduate Prospectus (International) UWA Postgraduate Prospectus (International) Published in May 1st November Publication of schedule – unit information Planning Services Units to be offered in first half of the following year – core data drawn from Callista SIMS UG and PG UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments 1st November Publication of Fees Planning Services All fees relevant to following year must be published on the University’s website - mainly sourced from Callista SIMS UG and PG UWA in breach of HESA Department of Education could withhold Commonwealth Grant Scheme (CGS) payments Early November Publication of Handbook Publications Unit, Marketing and Communications Handbook to be finalised and published in early November UG and PG If this deadline is not met, students will not have the information they need to make informed choices for their re-enrolment Likewise, student advisers will not be able to give up-to-date advice to reenrolling students This will impact on the student experience Page 25 of 26 Appendix B - Stakeholder List of Annual Key Dates Key Date Item Section Responsible Details Level Impact of missing Key Date Early November Publication of the Timetable for the following year Timetabling, Facilities Management The University timetable for the following year is published online UG and PG Timetable information will not be available for students prior to the commencement of the University’s re-enrolment period December UG New courses or major changes Admissions Centre Marketing material for new UG courses or major changes to existing courses so draft of UWA Undergraduate Prospectus (Domestic).can be prepared UG only Late additions or deletions:  Confusion for TISC applicants  Reputational damage Missed opportunities to market new programs at career fairs and school presentations October 2012 Updated – 31 March 2014 Page 26 of 26