Program approval at an RMIT campus outside Australia instruction

Instruction statement

This instruction sets out the process steps for submission and approval of proposals to offer an existing RMIT accredited program at an RMIT campus outside Australia.

Exclusions

This instruction applies only to approval of RMIT accredited program offerings at an RMIT campus outside Australia.

Instruction steps and actions

Overview

This process should be carried out in accordance with the RMIT campus outside Australia program approval calendar: see the Program and course life-cycle instructions and forms web page for the program approval calendar relevant to each type of program proposal.

This process described in this instruction has the following stages:

  • Initial strategic planning
  • Academic and Business Case (ABC) Gateway 1: Approval to Proceed
  • (if required) Academic and Business Case (ABC) Gateway 2A: Business Feasibility Approval, concurrently with
  • Academic and Business Case (ABC) Gateway 2B: Academic Approval.

The Program Proposal Tracking List (PPTL), a Google form, is used to track proposals through the Global campus program approval process so that units of the University involved in the process are aware of them. To gain access to the PPTL, email a request to the ARG Course and Program Administration service account, cpa@rmit.edu.au.

Instruction (including key points)

Responsibility

INITIAL STRATEGIC PLANNING

1. Expressions of interest in new program offerings at the campus are considered as part of the annual campus planning session.

The Head of the relevant campus Centre consults the relevant College Pro Vice-Chancellor (PVC) and the Dean/Head of the School which offers each intended new program offering, either during the annual campus planning activities or subsequently.

[Note: in proposing a program for future offering, it is essential to check that the program title will be acceptable to that professional accreditation authorities (where relevant) and to the government authority that accredits university programs in the country where the campus is located.]

Head of Centre

2. The Head of Centre completes the Program Life-cycle register (PLR) sections of Part A of the Higher Education Program Approval Template (HEPAT) and submits these to the Campus President’s Office.

Head of Centre

3. The Campus President’s office submits Part A of the HEPAT to the relevant PVC, for addition to the PLR. See the PLR instruction.

Campus President’s Office

4. The new program offerings are added to the appropriate campus planning documentation.

The campus planning documentation may be submitted to the Campus Board of Management (CBoM) for noting.

The list of program offerings is provided to the Global Management Hub for information.

Campus President


CBoM


Campus President’s Office

5. Where required by the national tertiary education registration authority of the country in which the campus is located, information is provided to the authority about new programs that are to be offered at the campus and/or the approval of the authority is sought for the proposed new program offerings.

Campus Compliance Office

ACADEMIC AND BUSINESS CASE (ABC) GATEWAY 1: APPROVAL TO PROCEED

6. For higher education programs, complete

  • sections A and B of the HEPAT, and
  • Higher Education course forms for any new courses

and submit these to ARG Course and Program Administration to be configured. Retain a copy of the submitted HEPAT for submission for Gateway 1 approval in steps 7 and following below.

Within 5 working days, configure courses and program structure in SAMS; refresh program guide(s) so that program structure appears there.


College Academic Development/Services Group (AD/SG) in consultation with the Head of Centre and the Deputy Dean/Head of School, Learning and Teaching


Course and Program Administration

7. Prepare Part C of the HEPAT outlining a brief business case, with Parts A and B attached.

Circulate this set of documents to stakeholder units at the campus for consultation as listed in the Gateway 1 consultation matrix on the HEPAT.

Record a summary of stakeholder feedback in the relevant fields of Part C of the HEPAT.

Head of Centre, with support from the relevant College Pro Vice-Chancellor, Dean/Head of School and College Academic Development/Services Group (AD/SG).

8. Submit the Gateway 1 – Feasibility proposal to the Campus Executive for advice.

Provide the proposal to the relevant PVC for submission to VCE.

Campus President’s Office


Campus President

9. Submit the proposal to the next meeting of VCE for decision.

The documentation required for this submission comprises:

  • a VCE submission cover sheet
  • the completed Part C of the HEPAT, with Parts A and B attached.

PVC

10. Review and decide on one of the following four outcomes (as per standard process for any new offering):

1. Approve the proposal to proceed directly for academic approval through Academic and Business Case (ABC) Gateway 2B: Academic Approval without further work on financial forecasts or analysis of the business case.

After this outcome, proceed to Academic and Business Case (ABC) Gateway 2B: Academic Approval.

2. Approve the proposal to proceed for business feasibility approval through Academic and Business Case (ABC) Gateway 2A: Business Feasibility Approval subject to further work on costings or analysis of the business case.

After this outcome, proceed first to:

    • Academic and Business Case (ABC) Gateway 2A: Approval of Feasibility; and then to
    • Academic and Business Case (ABC) Gateway 2B: Academic Approval.

3. Approve the proposal to proceed subject to significant further work on costings or analysis of the business case.

After this outcome, proceed concurrently to:

    • Academic and Business Case (ABC) Gateway 2A: Approval of Feasibility; and
    • Academic and Business Case (ABC) Gateway 2B: Academic Approval.

4. Reject the proposal (after which further development is not supported).




Vice-Chancellor (approval of outcome)





Vice-Chancellor (approval of outcome)










Vice-Chancellor (approval of outcome)









Vice-Chancellor

11. Update the proposal status on the Program Proposal Tracking List (PPTL).

VCE secretariat

ACADEMIC AND BUSINESS CASE (ABC) GATEWAY 2A: BUSINESS FEASIBILITY APPROVAL

[Note:

  • This section of the process is only used if required by the outcome of the Vice-Chancellor’s Gateway 1 Feasibility decision. If the outcome of Gateway 1 is that the proposal can proceed to academic approval without having to pass through Gateway 2A, skip this section.
  • Where the outcome in step 10 above was outcome 3 (significant further work on costings/analysis of the business case) this process is undertaken concurrently with Academic and Business Case (ABC) Gateway 2B: Academic Approval.

Gateway 2A should be completed in no more than four weeks.]

12. Where the Vice-Chancellor approved the proposal to proceed through Academic and Business Case (ABC) Gateway 2A: Business Feasibility Approval subject to further work on costings or analysis of the business case, with the Gateway 2A decision to be taken by the College Pro Vice-Chancellor:

  • Undertake further work on costings/financial forecasts or analysis of the business case.
  • Take the final decision on feasibility (approve to proceed or reject), based on the Vice-Chancellor’s indication of additional analysis and/or costings required for the decision (no specified pro forma or level of details required in these cases).
  • Report the final decision to the Vice-Chancellor’s Executive (College Pro Vice-Chancellor).



Head of Centre, with support from the relevant College Pro Vice-Chancellor and Dean/Head of School.

College Pro Vice-Chancellor in consultation with Campus President



College Pro Vice-Chancellor

Or


Where the Vice-Chancellor approved the proposal progressing beyond Academic and Business Case (ABC) Gateway 1 Approval to Proceed subject to significant further work on costings/financial forecasts or analysis of the business case, with the matter to come back to the Vice-Chancellor’s Executive for decision:

  • Develop a detailed proposal with significant further work on costings/financial forecasts or analysis of the business case, using the Gateway 2A: Business Case and Cost Analysis Pro Forma and the academic approval documentation required for Academic and Business Case (ABC) Gateway 2B: Academic Approval.
  • Submit the detailed proposal to the Vice-Chancellor’s Executive (College Pro Vice-Chancellor).
  • Approve or reject the detailed proposal.









Head of Centre, with support from College AD/SG, College Planning and Resources team and Financial Services

College Pro Vice-Chancellor in consultation with Campus President

Vice-Chancellor’s Executive, Vice-Chancellor)

13. Record the Gateway 2A outcome on the PPTL.

College AD/SG or VCE secretariat

ACADEMIC AND BUSINESS CASE (ABC) GATEWAY 2B ACADEMIC APPROVAL

14. Draft

  • remaining program guide sections in the Program Guide system
  • course guides in the Course Guide System for any new/amended courses (alternatively, if staff are unfamiliar with the Course Guides System, course guides may be drafted in Word for later entry in the Course Guides System by the College ADG), and
  • selection methodology

Head of Centre, with support of Deputy Dean/Head of School, Learning and Teaching and College AD/SG

15. Submit program guide, course guides and selection methodology to College Academic Development Committee (ADC)

Documentation required for this submission comprises a College ADC cover sheet, program guide draft, course guide drafts for any new courses and selection methodology template; also a copy of the Gateway 1 Feasibility template for reference.

The ADC may endorse the proposal, or require changes and resubmission, or decline to endorse.

Record the outcome on the PPTL

Head of Centre, through Deputy Dean/Head of School, Learning and Teaching







College Secretariat

16. Submit proposal to College Board

Documentation required for this submission comprises a College Board cover sheet, program guide draft, course guide drafts for any new courses, and selection methodology template.

The College Board may endorse the proposal, or require changes and resubmission, or decline to endorse.

Record the outcome on the PPTL

College secretariat

17. Submit proposal to Policy and Programs Committee

(See Documentation required by academic committee for RMIT accredited coursework program proposals.)

The committee may endorse the proposal, or require changes and resubmission, or decline to endorse.

Record the outcome on the PPTL.

College secretariat






Academic secretariat

18. Submit proposal to Academic Board

(See Documentation required by academic committee for RMIT accredited coursework program proposals.)

The Board may approve the proposal, or require changes and resubmission, or decline to approve.

Change program guide to approved status and record the outcome on the PPTL

Academic secretariat

19. If applicable, submit program for registration with the national authority that accredits tertiary education programs in the country where the global campus is located.

Campus President

[Next: Supporting documents and information]