Curriculum Management Procedure

1. The purpose of our procedure

Our procedure supports the management of curriculum, including coursework programs and courses at Adelaide University, as well as the management of curriculum-related processes. Our curriculum is owned by Adelaide University and delivered in partnership with our academic units.

Please read this procedure in conjunction with our:

• Curriculum Policy
• Curriculum Design Procedure
• Curriculum Approval Procedure
• Education Quality Policy
• Curriculum Quality Assurance Procedure.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to staff with responsibilities for managing our coursework curriculum.

2.2 Exclusions

This procedure does not apply to graduate research programs.

3. Our curriculum management procedure

We will design, review and manage courses and programs in accordance with the University’s Education Quality Framework (EQF).  

3.1 Roles and responsibilities

[Pro Vice Chancellors-College] assign [Program Directors and Course Coordinators] to manage the programs and courses in each academic unit.
Responsibilities for each of these roles are available at [website]. Materials to support these roles are also available at [website].
[Program Directors and Course Coordinators] are responsible for the [overall planning and delivery] and for upholding the academic quality and integrity of our curriculum. This includes:

• designing new courses and programs, and seeking their approval (Curriculum Design Procedure and Curriculum Approval Procedure)
• managing changes to programs, majors, specialisations and courses (Curriculum Approval Procedure)
• participating in the regular monitoring and review of approved courses and programs (Curriculum Quality Assurance Procedure).

Programs and courses that have been approved may require a number of actions to manage their current or future offerings that are covered in this procedure, including:

• taking steps to review a program’s future and, if necessary, discontinue that program (see Section 3.2)
• cancelling a course that has already been timetabled (see section 3.3)
• seeking professional accreditation or reaccreditation for a program (see section 3.4)
• managing maximum program durations (see section 3.5).

When managing curriculum, a key consideration is the impact on current students and their progress and completion. Students must not be disadvantaged academically (including program duration) or financially when a program or course change has been approved.

See [website] for processes to support each type of change.

3.2 When the program’s future is being considered

(for changes to majors, specialisations, and courses, see the Curriculum Approval Procedure)

3.2.1 Suspension of intake

As a result of Annual Program Monitoring, University Program Reviews or strategic decisions from the university leadership, programs may be subject to a suspension of intake for a set time. This is to provide an opportunity for strategic and operational analysis to be undertaken (see [website] for criteria and associated deadlines). No [new] students will be able to commence a program while the intake is suspended.

A proposal for suspension of intake must confirm that there will be no negative impact on students, including prospective international students. Once it is decided that a program is to be discontinued, approval to proceed must be endorsed by the [Curriculum Strategy and Enhancement Group] before implementation.

3.2.2 Discontinuation and teach-out

A [discontinuation plan] is developed by the relevant academic unit in consultation with internal business areas and, where applicable, external partners. The plan must be endorsed by the [Education Quality Standards Committee] and approved by the [Academic Board] (see [website] for further information and submission forms).

If the [discontinuation plan] is approved, no [new] students will be admitted to the program. Students can only be readmitted to a [teach out] program if they are able to complete it within the nominated teach-out period.

Relevant academic units will ensure that all remaining admitted students will either:

• be given the option of transferring to a similar existing or new program with the maximum possible credit, or
• be provided with a teach-out study plan allowing them to complete the program as soon as possible, taking into account part-time study. All maximum program durations will be enforced.

Teach-out arrangements for holders of international student visas must ensure that program changes do not affect program duration. International students must continue to be charged the fee in place at the commencement of their original program, as set out in their letter of offer.

Once there are no remaining students in the program, its status will be changed to discontinued.

See also our Curriculum Quality Assurance Procedure and Curriculum Approval Procedure.

3.3 When a timetabled course needs to be cancelled

An academic unit may consider cancelling a course after it has been timetabled, for example, because of low enrolment numbers or unavoidable changes to teaching staff. A course cannot be cancelled after it has been timetabled without the approval of the [Pro Vice Chancellor-College] in any affected academic units. Cancellation will be approved only if the following criteria are met:

• The course is not core in any of the programs or majors in which it is offered.
• There are other courses in any program in which it is offered that meet equivalent learning outcomes and are approved for substitution after consultation with any relevant [Program Directors].
• Alternative enrolment arrangements will have no negative financial impact on students.
• Appropriate alternative course(s) are available in the same teaching period for all students who have enrolled in the cancelled course.
• Any professional accreditation, partnership arrangement or other governance requirements are met.

The academic unit will be responsible for coordinating communication with affected students and relevant business areas of the University. See [website] for further information.

3.4 Professional Accreditation

Programs requiring mandatory professional accreditation must hold accreditation status, as recognised by the relevant accrediting authority, before they are able to admit students.

[Pro Vice Chancellors-College] must approve applications for any non-mandatory professional accreditation.

Academic units are responsible for completing submissions for professional accreditation, with assistance from [College Academic and Program Services] and the [Central Unit]. Submissions must be endorsed by the relevant [Pro Vice-Chancellor] and approved by the [Deputy Vice-Chancellor – Academic (or delegate), or the Vice-Chancellor] (if required by the professional body) before submission for professional accreditation.

Academic units are responsible for costs associated with professional accreditation relevant to their programs.

For details on key responsibilities and timeframes for professional accreditation (including supporting forms and documents), see [website].

3.4.1 When a professional body requires a site visit

Staff in the relevant academic unit will work with the [Central Unit] to coordinate site visits and meetings with staff in accordance with the requirements of the professional body.

3.4.2 When we receive the professional body’s report

When the professional body provides the accreditation report, the relevant [Pro Vice-Chancellor] is responsible for ensuring that a response addressing any issues is forwarded to the professional body within the specified timeframe.

The outcome of any professional accreditation process, and if applicable the response to any identified issues, must be provided to the [Deputy Vice Chancellor - Academic] and [Central Unit] as soon as it is received from the professional body.

3.4.3 How we promote professionally accredited programs

[Deans of Academic Units] are responsible for ensuring that publicly available statements about the professional accreditation status of programs are accurate and not misleading to students. We will not state that a course is professionally accredited in any marketing or promotional material until confirmation is received from the accrediting body. If a program or major is provisionally accredited, this status must be clearly communicated to current and prospective students.

3.4.4 How we maintain a professional accreditation register

The University will maintain a register of all programs that are professionally accredited. The register will include completed and planned professional accreditation exercises. The planned schedule of accreditations will be reviewed at least twice a year by [Deans of Schools]. [Central Unit] will contact the [Pro Vice-Chancellor] in the second half of each year to confirm the scheduled accreditations for the following calendar year and record any postponements or deferrals.

3.4.5 Our reviews of professionally accredited programs

Whenever possible, we will schedule our University Program Reviews to align with any professional accreditation (see our Curriculum Quality Assurance Procedure).

3.5 Maximum program completion times

All programs will have a designated maximum duration within which a student will be allowed to complete their program (see our Curriculum Design Procedure).

[Student Assist] will provide relevant academic and support units with regular updates on students who may need support to complete their program within the maximum duration. Students who need additional time to complete their program must have an extension approved by the relevant [Dean of the Academic Unit]. 

Students requesting an extension must provide a proposal outlining how and when they intend to complete their program. When approving extensions, consideration must be given to the currency of the student’s learning and the integrity of their program. International student visa holders requesting an extension must also meet their eligibility requirements (see also our Enrolment Procedure).

Students who are not granted an extension and those who do not complete their program within the maximum duration will be precluded from their program for 12 months. 

Precluded students may apply to be readmitted to the program they have been precluded from after 12 months, following normal admission procedures as detailed by our Admissions Policy. Admission is not guaranteed, and we will take the student’s preclusion history into account.

4. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Academic unit means one that is responsible for either management or teaching of Adelaide University curriculum.

Graduate Research Program means a program at doctoral or master level which comprises two-thirds or more of its assessable content by research.

International student means a person (whether inside or outside of Australia) who requires a student visa to study in Australia.

Internal accreditation means the process of by which all Adelaide University programs are accredited before they are first offered to students and then regularly reaccredited.

Professional accreditation means the process by which selected courses/programs or Schools are reviewed and accredited by independent professional bodies external to Adelaide University. Not all courses/programs or Schools require or seek professional accreditation.

Student means a person enrolled in an Enabling Program, award or non-award coursework study, a research program, or a short course or microcredential at Adelaide University. 

5. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

6. Legislation and other documents related to this procedure

History of changes 

Note on structures, positions and position titles: 

At the time of writing, the organisational structure, positions, committees, or any other unknown item etc. for Adelaide University have not been confirmed. Accordingly, square brackets [ ] temporarily enclose such information in this procedure until confirmed.