College-level academic approval only instruction

Instruction statement

This instruction sets out the process steps for submission and approval of changes to courses and to RMIT accredited programs which can be approved at College level without approval by university academic committees. These may include:

  • a change to an existing Program Guide which requires changes to SAMS data – SAMS changes arise only from changes to the Program Details and Program Structure fields:
    • adding, removing or substituting an existing course(s) to/in/from an existing program structure
    • adding a new course(s) to a program structure
    • changing the title of a course in a program structure
    • rearranging the sequence of existing courses in a program structure
    • addition of a new stream or specialization that does not require a new/changed award title
  • change to an existing Program Guide without changes to SAMS data:
    • adding or amending content to/in any field except Program Details and Program Structure fields
  • transfer of management responsibility for a course or program from one School to another
  • approval of a new or amended stand-alone elective course

Other approval processes

See the Program and course life-cycle instructions and forms web page for approval processes for other types of proposal, such as:

  • New award
  • New offering of programs outside Australia
  • Change to program duration or Australian Qualifications Framework level
  • Change to award title
  • New and amended nationally recognised VET program or accredited course
  • Change to a program offered with a partner outside Australia

Discontinuation of programs or program plans, although it can be approved at College level where there are no active students, is covered by a separate Discontinuation – higher education instruction.

Exclusions

This instruction applies only to approvals of programs, program offerings and course offerings of the types listed above.

Instruction steps and actions

Overview

This process should be carried out in accordance with the Melbourne RMIT accredited program and course approval calendar. See the Program and course life-cycle instructions and forms web page for this calendar.

This instruction relates to program and course proposals that only require College approval: see Instruction Statement above for the types of change covered.

Please note that for changes to a program offered at an approved RMIT partner outside Australia, it is necessary to follow the Changes to a program at an RMIT partner outside Australia instruction after step 3 below, to find out whether the proposal can continue to follow the College approval process, or needs to follow the Academic and Business Case process instead.

Instruction (including key points)

Responsibility

1. Develop proposal, in consultation with College Academic Development or Academic Services Group (ADG/SG).

Proposals for substantial changes to a program should be developed in consultation with key stakeholders including the Program Advisory Committee and Student-Staff Consultative Committee.

[Note: This step would normally involve submission of the proposal for endorsement by the School Learning and Teaching Committee.]

The following matters should be considered in developing the proposal:

A. Complex program structure

Where the changes create a more complex program structure, the program team or ADG/SG should discuss this with Course and Program Administration in the Academic Registrar’s Group (CPA), to gain a full picture of the effect on students’ online enrolment experience.

B. International student impact

Where the changes to a program may:

    • change program requirements for international students studying in Australia; or
    • change the terms of offers already made to international applicants to study in Australia

the program team or ADG/SG should discuss this with the Manager, International Admissions and Business Services.

C. Transition

Changes to the program structure may require transition arrangements for students who have partly completed the program. The program team should seek the advice of the ADG/SD (local students) and the Manager, International Admissions and Business Services (international students in Australia).

D. Credit/Articulation/Exemptions

Changes to the program structure may require changes to articulation agreements. The program team should seek advice from whoever is responsible for maintaining the College credit agreements.

E. Entrance requirements

Changes to entrance requirements have implications for the publication of information to prospective students (e.g. VTAC handbook, program summaries, local and international brochures). The implications should be discussed with the College Admissions Manager or equivalent.

F. WIL/WEI

Changes to program structure that involve WIL/WEI courses will/may have implications for CRICOS. These should be discussed with the Manager, CRICOS (Global Quality Regulation and Compliance Group).

Changes to the designated WIL courses in a program should be reflected in the relevant course guides.

School program team / ADG/SG

PAC

SSCC

School Learning and Teaching Committee



ADG/SG

CPA



ADG/SG, Manager, International Admissions and Business Services




School program team, ADG/SG, Manager, International Admissions and Business Services


Manager, College Articulation Agreements



College Admissions Manager or equivalent



Senior Advisor, Regulation (International)

2. Draft curriculum documentation changes, comprising:

  • any change to program guide fields
  • any change to Part A course guide fields

[Note: School level approval only is required for updates to course coordinator and program coordinator details.]

If the proposal involves changes to the current program structure or the addition of a new program plan that does not result in a new award, complete Higher Education Program Approval Template (DOC) sections A and B, setting out the new program structure, and any higher education course forms for new courses, and submit these to Academic Registrar’s Group Course and Program Administration Unit (CPA) for configuration.

[Note: this step would normally involve submission of the HEPAT to the ADG/SG for forwarding to ARG CPA.]

Configure changed program structure and refresh program guide/generate new draft program guide.

School Program team









ADG/SG



ARG CPA

3. Submit proposal to the College Academic Development Committee.

Documentation required comprises:

  • committee submission cover sheet (obtain this from College Secretariat) explaining the rationale for the program amendment
  • program guide draft that includes all proposed changes
  • course guide Part A overview drafts that include all proposed changes.

Deputy Dean/Head of School, Learning and Teaching

At this point, for changes to a global partner program, follow the Changes to a global partner program instruction, for a decision on whether the changes need to follow the Academic and Business Case process from this point, or can continue to follow the College-level academic approval only process.

4. Endorse proposal or require changes and resubmission, or decline to endorse.

College Academic Development Group

5. Submit proposal to College Board for approval. For this submission the College Board submission cover sheet should be used (obtain this from College Secretariat); otherwise the same documentation is submitted.

College secretariat

6. Approve proposal or require changes and resubmission, or decline to approve.

College Board or delegate committee

CPA

7. When approved, the College ADG/SG endorse the program guide for CPA to publish.

ADG/SG/CPA

[Next: Supporting documents and information]