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Course Management Procedure

Procedure overview

1 Purpose

To set out the requirements for management of Courses.

2 Scope

This Procedure applies to all Courses.

This Procedure must be read in conjunction with the Coursework Curriculum Design Policy, the Coursework Curriculum Design and Structure Procedure, and the Academic Programs and Courses Quality Policy and its subordinate Procedures.

3 Procedure Overview

This Procedure outlines the management of Courses, including:

  1. Information collected relating to a Course;
  2. steps which must be undertaken to manage the flow of Course Information to Students and corresponding curriculum management and Student administration systems; and
  3. roles and responsibilities of the Course Coordinator.

4 Procedures

The organisational unit (e.g., school, UniSQ College, College for First Nations, Graduate Research School) which has been assigned primary or majority ownership for the Course is responsible for the management of a Course.

4.1 Types of Courses

4.1.1 Academic Courses

Courses are approved as part of the University's accredited programs for contribution towards an Australian Qualifications Framework (AQF) Award. Approval processes are set out in the Program Accreditation Procedure and the Program Change, Suspension and Discontinuation Procedure.

Academic Courses require regular scheduling in relevant Study Periods for Students to enrol, have Information published publicly and are managed as per the requirements outlined in this Procedure from section 4.2 onwards.

4.1.2 Administrative Courses

Administrative Courses are used to administratively manage, for example, program Teach-out or Transition, Cross-institutional Study or recognition of prior learning, and may not be subject to all the requirements of this Procedure. Such Courses are managed on a case-by-case basis and are normally approved by the relevant approval authority, in accordance with the Program Accreditation Procedure and the Program Change, Suspension and Discontinuation Procedure

4.2 Course Information

4.2.1 Course Specifications

Course Specifications provide Information about the Course and its delivery details and act as a record of regulatory compliance. Course Specifications are published for each offer, at the Study Period, location and mode Level.

Certain Information must be published in the public domain, including all regulated Course Information (such as Course code, title, campus, mode, fee structure etc.), the Course overview, the name of the Course Coordinator, Learning Outcomes (as accredited), topics to be covered, learning activities and resources and Assessment details.

Other Course-specific Information which may be publicly published includes, but is not limited to, the contact details of the Course Coordinator, Course Enrolment Requirements, such as Pre-requisites or inherent academic requirements, or additional requirements as relevant to the Course or program.

4.2.2 Course Specifications data fields

The data fields used to capture required Information in the Course Specifications system are managed in accordance with the Course Specifications Requirements Schedule.

4.2.3 Course Synopses

When documenting new programs or making changes to an existing program, a Course outline must be developed for all proposed new Courses in the program. In accordance with the Program Accreditation Procedure, a Course synopsis can be substituted for the relevant Course outline to document Courses to be undertaken in the second or subsequent years of offer of the program. When approved, the Course outline becomes the Course Specification when published publicly. Consultation should be held by the discipline area with any relevant professional bodies to confirm the acceptability of this approach for meeting conditions for external accreditation of the program.

Where a new Course is documented only as Course synopsis, it is provisionally approved by the Deputy Vice-Chancellor (Academic Affairs) on the condition that the Course must subsequently be fully documented using the Course Specifications system and approved by Education Committee, on the recommendation of the Deputy Vice-Chancellor (Academic Affairs).

4.3 Course management

4.3.1 Course Coordinator roles and responsibilities

All Academic Courses, and Administrative Courses when used for Teach-out arrangements, require coordination for compliance with applicable regulations, Policies and Procedures.

Course coordination is undertaken by a Course Coordinator appointed for each applicable Study Period by the relevant Head of School/College.

Course Coordinator responsibilities include, but are not limited to:

  1. Course planning, design and development;
  2. ensuring that the Course Information, including the Course Specifications for Academic Courses, and all Course materials comply with relevant University Policies and Procedures;
  3. consulting with the Program Director to develop and revise Course Specifications which are informed by evidence, as observed from Student experiences and feedback, and which maintain constructive alignment with Program Learning Outcomes (see Coursework Curriculum Design Policy);
  4. ensuring that Course delivery is consistent with the accredited Course and program requirements, including populating StudyDesk with Course content and all Assessment details, in accordance with the Minimum Requirements for Online Learning and Teaching;
  5. ensuring teaching staff are available to Students seeking individual assistance with their studies, in accordance with the Learning and Teaching Policy;
  6. referring incidents of suspected Academic Misconduct to the Academic Integrity Officer and the Academic Integrity Unit, in accordance with the Student Academic Misconduct Procedure;
  7. monitoring, supporting, and reflecting on Students' learning experiences as they pertain to Course delivery, including the monitoring of work integrated learning or other industry-based experiences and requirements;
  8. overseeing Course Level Assessment design, implementation and marking, and moderating Assessment Marks, in accordance with the Assessment Policy, Assessment Procedure and Assessment and Grades - Roles and Responsibilities Schedule;
  9. completing quality assurance and quality enhancement requirements for the Course, in accordance with the Coursework Quality Assurance - Evaluation Procedure, and providing recommendations to the to Discipline Lead, Program Director, and Head of School/College, on outcomes observed during the delivery of the Course related to Student Enrolment and progression and Course resource planning matters;
  10. facilitating and guiding Employees involved in delivering the Course; and
  11. engaging with academic, professional, or industry-based practices pertinent to Course Learning Outcomes to maintain currency of disciplinary and content knowledge and expertise.

4.3.2 Appointment of Course Coordinator

Course Coordinators are normally University academic Employees appointed on a continuing or fixed-term basis. While the University aims to appoint Course Coordinators on a continuing or fixed-term basis, exceptions for casual appointments are made as needed and approved by the relevant Head of School/College.

In accord with HESF Standard 3.2 Staffing, the Course Coordinator must:

  1. have knowledge of contemporary developments in the relevant discipline or field, which is informed by continuing Scholarship or Research or advances in practice;
  2. have skills in contemporary teaching, learning and Assessment principles relevant to the discipline, their role, modes of delivery and the needs of particular Student cohorts; and
  3. possess an AQF qualification in a relevant discipline at least one Level higher than is awarded for the parent program of the Course, or equivalent.

Normally, a Course will only have one Course Coordinator appointed for the applicable Study Period. For a large Course taught across multiple locations and modes, the responsible organisational unit can appoint an Offer Coordinator for each offer. Course Coordinators must work in collaboration with Offer Coordinators to deliver the Course consistently across the multiple locations and modes.

The Course Coordinator is normally appointed no later than 21 Calendar Days prior to the commencement of the Study Period and continues in the role until all Course Assessment has been completed and submitted, and the Course has been officially closed.

The Deputy Vice-Chancellor (Academic Affairs) or Provost, in consultation with the relevant Head of School/College has authority to approve exemptions from, or variation to, the requirements for the appointment of a Course Coordinator.

4.3.3 Conflicts of Interest

Employees involved in marking Assessment Items have a responsibility to Assess Student work fairly, objectively and consistently for all Students enrolled in a Course.

In situations where an academic Employee is involved in assessing a Student who is a relative or family or friend, the relationship must be disclosed to their supervisor and managed in accordance with the Conflict of Interest Policy.

5 References

Nil.

6 Schedules

This procedure must be read in conjunction with its subordinate schedules as provided in the table below.

7 Procedure Information

Accountable Officer

Provost

Responsible Officer

Deputy Vice-Chancellor (Academic Affairs)

Policy Type

University Procedure

Policy Suite

Academic Programs and Courses Quality Policy

Subordinate Schedules

Course Specifications Requirements Schedule

Approved Date

15/12/2022

Effective Date

1/1/2023

Review Date

1/1/2026

Relevant Legislation

Higher Education Standards Framework (Threshold Standards) 2021

Related Policies

Assessment Policy

Award Eligibility and Graduation Policy

Conflict of Interest Policy

Coursework Curriculum Design Policy

Enrolment Policy

Learning and Teaching Policy

Student Academic Integrity Policy

Student General Conduct Policy

Related Procedures

Assessment Procedure

Coursework Curriculum Design and Structure Procedure

Coursework Quality Assurance - Evaluation Procedure

Enrolment Procedure

Grades Procedure

Program Accreditation Procedure

Program Change, Suspension and Discontinuation Procedure

Program Quality Assurance and Re-accreditation Procedure

Student Academic Misconduct Procedure

Student Academic Progress Procedure

Related forms, publications and websites

Australian Qualifications Framework

11 Minimum Requirements for Online Teaching and Learning

Academic Misconduct Penalty Schedule

Assessment and Grades - Roles and Responsibilities Schedule

Coursework Curriculum Design and Structure Schedule

Professional Accreditation Schedule

Program Development Team Schedule

Program Nomenclature Schedule

Protocol for Jointly Badged Awards Schedule

Definitions

Terms defined in the Definitions Dictionary

Academic Integrity

Academic Integrity means acting with the values of honesty, trust, fairness and respect in learning, teaching and Research. It is important for Students, academics, Researchers and all staff to act in an honest way, be responsible for their actions, and show fairness in every part of their work. Staff should be role models to Students. Academic Integrity is important for an individual'...moreAcademic Integrity means acting with the values of honesty, trust, fairness and respect in learning, teaching and Research. It is important for Students, academics, Researchers and all staff to act in an honest way, be responsible for their actions, and show fairness in every part of their work. Staff should be role models to Students. Academic Integrity is important for an individual's and an institution's reputation (EAIP, 2013).

Academic Misconduct

Academic Misconduct encompasses all behaviours, including doing as well as attempting to do, any of the acts, omissions or activities that constitute Academic Misconduct: involving the misrepresentation of academic achievement; or undermining the core values (honesty, trust, fairness and respect) of Academic Integrity; or breaching Academic Integrity; whether intentional or unintenti...moreAcademic Misconduct encompasses all behaviours, including doing as well as attempting to do, any of the acts, omissions or activities that constitute Academic Misconduct: involving the misrepresentation of academic achievement; or undermining the core values (honesty, trust, fairness and respect) of Academic Integrity; or breaching Academic Integrity; whether intentional or unintentional. Academic Misconduct includes, but is not limited to the following: Plagiarism; submitting (for Assessment or review) work prepared by another person; Collusion, such as any unauthorised collaboration in preparation or presentation of work, including knowingly allowing personal work to be copied by others; all forms of Cheating in examinations and other Assessment tasks; Contract Cheating and Solicitation; offering or accepting bribes (money or sexual or other favours), e.g. for Admission or for Marks/Grades; and fabrication or falsification of information or Student identity (TEQSA Guidance Note: Academic Integrity, Version 1.2, 28 March 2019).

Administrative Course

A Course used by the University to: Award a Student Credit or recognition of prior learning; Record a Student's progress in their Thesis; Manage program Teach-out or Transition; Record cross-institutional study. Administrative Courses are not scheduled for Enrolment per Study Period and not requiring Course Specifications....moreA Course used by the University to: Award a Student Credit or recognition of prior learning; Record a Student's progress in their Thesis; Manage program Teach-out or Transition; Record cross-institutional study. Administrative Courses are not scheduled for Enrolment per Study Period and not requiring Course Specifications.

Assess

The process used to determine Student's achievement of expected Learning Outcomes and may include a range of written and oral methods and practice or demonstration....moreThe process used to determine Student's achievement of expected Learning Outcomes and may include a range of written and oral methods and practice or demonstration.

Assessment

The process of evaluating the extent to which Students have achieved the objectives of a Course....moreThe process of evaluating the extent to which Students have achieved the objectives of a Course.

Assessment Item

An individual Assessment task as outlined in the Assessment schedule for a Course. Assessment Items may consist of Assignments or Formal Examinations and may be Formal, Informal, Formative or Summative in nature....moreAn individual Assessment task as outlined in the Assessment schedule for a Course. Assessment Items may consist of Assignments or Formal Examinations and may be Formal, Informal, Formative or Summative in nature.

Award

The qualification conferred upon a Student following the successful completion of an Academic Program. The categories of Award are listed in the Program Nomenclature Schedule....moreThe qualification conferred upon a Student following the successful completion of an Academic Program. The categories of Award are listed in the Program Nomenclature Schedule.

Calendar Day

Every day on the calendar is a calendar day including Saturdays, Sundays and public holidays....moreEvery day on the calendar is a calendar day including Saturdays, Sundays and public holidays.

Conflict of Interest

If a University Member has an interest that conflicts or may conflict with the discharge of the University Member's duties the University Member should Declare the nature of the interest and the conflict to the University Member's Supervisor as soon as practicable after the relevant facts come to the University Member's knowledge and must not take action or further action relating to a...moreIf a University Member has an interest that conflicts or may conflict with the discharge of the University Member's duties the University Member should Declare the nature of the interest and the conflict to the University Member's Supervisor as soon as practicable after the relevant facts come to the University Member's knowledge and must not take action or further action relating to a matter that is or may be affected by the conflict until authorised. An Executive Leader may direct a University Member to resolve a conflict or possible conflict between an interest of the University Member and the University Member's duties. A reference to an interest or to a Conflict of Interest is a reference to those matters within their ordinary meaning under the general law, and, in relation to an interest, the definition in the Acts Interpretation Act 1954, Schedule 1, does not apply. A Conflict of Interest will arise when a University Member's Private Interests conflict with their duty to the University or to serve the public interest as a University Member. The risk of having a conflict of interest increases where a University Member's responsibilities include the authority to make decisions. A conflict of interest may be potential, perceived or actual - when a University Member is in a role where future decision making may be influenced by their Private Interests if a certain condition is fulfilled, they have a potential conflict of interest; a perceived conflict of interest arises where it appears that decisions a University Member make in the course of their University employment may be influenced by their Private Interests, whether or not this is in fact the case; an actual conflict of interest exists where a University Member's actions could be unduly, improperly or excessively influenced by their Private Interests. Serious misconduct can occur when a conflict of interest is concealed, understated, mismanaged or abused.

Course

A discrete element of a program, normally undertaken over a single Study Period, in which the Student enrols, and on completion of which the Student is awarded a grade....moreA discrete element of a program, normally undertaken over a single Study Period, in which the Student enrols, and on completion of which the Student is awarded a grade.

Course Coordinator

Responsibilities of Course Coordinators include but are not limited to: course planning, design and development; course specifications and alignment with program Learning Outcomes; Assessment design, implementation and marking; course delivery and Student learning experiences by providing Student support; leadership and guidance of teaching teams; engagement with professional a...moreResponsibilities of Course Coordinators include but are not limited to: course planning, design and development; course specifications and alignment with program Learning Outcomes; Assessment design, implementation and marking; course delivery and Student learning experiences by providing Student support; leadership and guidance of teaching teams; engagement with professional and accreditation bodies; ensuring currency of disciplinary and content knowledge and expertise; and reflecting on evaluations for the purpose of quality enhancement of courses.

Course Learning Outcomes

Course Learning Outcomes are the expression of the set of knowledge, skills and the application of the knowledge and skills a person has acquired and is able to demonstrate as a result of completing a Course....moreCourse Learning Outcomes are the expression of the set of knowledge, skills and the application of the knowledge and skills a person has acquired and is able to demonstrate as a result of completing a Course.

Course Specification

A written specification of the objectives, content, assessment methods, and other relevant details of a Course....moreA written specification of the objectives, content, assessment methods, and other relevant details of a Course.

Coursework

A method of teaching and learning that leads to the acquisition of skills and knowledge and does not include a major research component....moreA method of teaching and learning that leads to the acquisition of skills and knowledge and does not include a major research component.

Cross-institutional Study

Study comprising a course or a set of Courses being undertaken with one provider (the host provider) as part of a program of study for which the Student is enrolled with another provider (the home provider)....moreStudy comprising a course or a set of Courses being undertaken with one provider (the host provider) as part of a program of study for which the Student is enrolled with another provider (the home provider).

Employee

A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.

Enrolment

The process of admitting Students to one or more Courses for the current Academic Year....moreThe process of admitting Students to one or more Courses for the current Academic Year.

Enrolment Requirement

A requirement that must be satisfied by a Student before the Student can enrol in a particular Course. It is possible to have Pre-requisite requirements, Co-requisite requirements or other requirements....moreA requirement that must be satisfied by a Student before the Student can enrol in a particular Course. It is possible to have Pre-requisite requirements, Co-requisite requirements or other requirements.

Grade (noun)

A Grade is a code that indicates the status of the Assessment of Student performance against the learning objectives of a Course....moreA Grade is a code that indicates the status of the Assessment of Student performance against the learning objectives of a Course.

Head of School/College

An academic staff member responsible for the administration of the Course offerings in one or more discipline areas....moreAn academic staff member responsible for the administration of the Course offerings in one or more discipline areas.

Information

Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form....moreAny collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form.

Learning Outcomes

The expression of the set of knowledge, skills and the application of the knowledge and skills a person has acquired and is able to demonstrate as a result of learning....moreThe expression of the set of knowledge, skills and the application of the knowledge and skills a person has acquired and is able to demonstrate as a result of learning.

Level

The stage of a program specified for completion during the equivalent of a single Academic Year of Full-time Study....moreThe stage of a program specified for completion during the equivalent of a single Academic Year of Full-time Study.

Mark

An indication of mastery or non-mastery of an assessment task that takes the form of a numerical value....moreAn indication of mastery or non-mastery of an assessment task that takes the form of a numerical value.

Policy

A high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy....moreA high level strategic directive that establishes a principle based approach on a subject. Policy is operationalised through Procedures that give instructions and set out processes to implement a Policy.

Pre-requisite

A Pre-requisite Course encompasses specific knowledge and skills the Student needs to possess in order to progress to a subsequent nominated Course. As such, it must be completed prior to undertaking the subsequent Course....moreA Pre-requisite Course encompasses specific knowledge and skills the Student needs to possess in order to progress to a subsequent nominated Course. As such, it must be completed prior to undertaking the subsequent Course.

Procedure

An operational instruction that sets out the process to operationalise a Policy....moreAn operational instruction that sets out the process to operationalise a Policy.

Program Learning Outcomes

Program Learning Outcomes are the expression of the set of knowledge, skills and the application of the knowledge and skills a person has acquired and is able to demonstrate as a result of completing a Program....moreProgram Learning Outcomes are the expression of the set of knowledge, skills and the application of the knowledge and skills a person has acquired and is able to demonstrate as a result of completing a Program.

Research

Research is the creation of new knowledge and/or the use of existing knowledge in a new and creative way to generate new concepts, methodologies, inventions and understandings. This could include the synthesis and analysis of previous research to the extent that it is new and creative....moreResearch is the creation of new knowledge and/or the use of existing knowledge in a new and creative way to generate new concepts, methodologies, inventions and understandings. This could include the synthesis and analysis of previous research to the extent that it is new and creative.

Scholarship

A Scholarship is Student recognition, typically based on Academic Merit, which provides a financial grant to a Student to undertake or complete a program of study at the University over a nominated period of time, in accordance with the selection criteria. A Scholarship may take the form of periodic payments to the Student or a reduction in specified costs, such as tuition fees for the...moreA Scholarship is Student recognition, typically based on Academic Merit, which provides a financial grant to a Student to undertake or complete a program of study at the University over a nominated period of time, in accordance with the selection criteria. A Scholarship may take the form of periodic payments to the Student or a reduction in specified costs, such as tuition fees for the duration of the Scholarship.

Student

A person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled....moreA person who is enrolled in a UniSQ Upskill Course or who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled.

Study Period

The period during which a Course or study unit is offered. Examples of Study Period include, but are not limited to, semesters, trimesters, blocks, intensives and sessions....moreThe period during which a Course or study unit is offered. Examples of Study Period include, but are not limited to, semesters, trimesters, blocks, intensives and sessions.

Teach-out

An arrangement that has been put in place for a prescribed period to provide a reasonable opportunity for Students to complete a discontinued program, without disadvantage....moreAn arrangement that has been put in place for a prescribed period to provide a reasonable opportunity for Students to complete a discontinued program, without disadvantage.

Transition

Refers to a process of Students moving in, or out of University and the requirement for them navigate new educational, organisational and socio-cultural contexts. Support for successful Student Transition into higher education is the focus of the First Year Experience and Transition Pedagogy (Kift et al., 2010)....moreRefers to a process of Students moving in, or out of University and the requirement for them navigate new educational, organisational and socio-cultural contexts. Support for successful Student Transition into higher education is the focus of the First Year Experience and Transition Pedagogy (Kift et al., 2010).

University

The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland.

Definitions that relate to this procedure only

Keywords

Program management, academic quality, program and course learning outcomes, roles and responsibilities, course coordination and assessment, course specifications, administrative course

Record No

22/297PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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