This procedure is governed by the Policy on Course Load Analysis (CLA) which specifies the requirement for ACU faculties to complete an annual analysis of low enrolment courses and units.
2. Course Load Analysis Overview
Each Faculty will undertake an annual analysis of its low enrolment courses and units. This will normally commence in September each year once final course load reports are available from OPSM. It will generally conclude in February the following year and results are reported to the Provost and Academic Board. This Procedure outlines the activities to complete this review and analysis. It requires steps to be undertaken by a number of areas of responsibility including:
Courses and Academic Quality Committee (CAQC)
Faculty Executive Deans
Associate Deans Learning and Teaching
Office of Planning and Strategic Management (OPSM)
The Provost will initiate the commencement of annual review. The Provost will confirm and note the completion of each Faculty review, and approve outcome recommendations.
ACU’s Office of Planning and Strategic Management will consult with the Office of the Provost to determine the CLA report structure and confirm the data elements to be used. By the end of August each year, OPSM will arrange for reports to be available for Faculty use.
Data elements to be included in the report include, but are not limited to:
Course EFTSL by course name, level and owning Faculty
Unit enrolment (student headcount) by unit name, level, Faculty ownership, campus availability, term availability, relevant courses requiring unit enrolment
Identification of courses already being phased out or under suspension.
Faculties will implement responsibilities as required and provide substantive justification for the continuation of courses and units identified as being below threshold. Faculties may include in the review any other courses and units where immediate concerns exist about viability or other risk elements.
The review is to be completed prior to the commencement of the annual enrolment planning cycle. The Provost will then advise faculties of the low enrolment courses and units approved for continuation.
The Courses and Academic Quality Committee will monitor the CLA process and report the outcomes of the review process to Academic Board
Academic Board will receive and consider CAQC outcome reports resulting from the CLA process at its February meeting and at other times as required. Academic Board will report these outcomes to the University Senate.
The Registrar will note the approved outcomes of the CLA process and advise offices, staff and students of approved recommendations relating to courses and units being discontinued.
OPSM will record the approved outcomes of the CLA process and update its advisories to the relevant authorities
4. Faculty Responsibilities
In reviewing the viability of each eligible course and unit, faculties will normally consider the following:
ACU Mission and Strategy
The Faculty Plan
Course/unit load and delivery mode
The contribution of these courses and units to campus sustainability
Whether the course/unit is an exempt course/unit
Financial viability of the course/unit including reference to the costs of running the course/unit and income generated from enrolment
Other reasons for recommending the continuation of below-threshold courses and units
The impact on other faculties and other courses of course phasing-out or the discontinuation of an eligible unit; the impact on relevant discipline units, co- requisites, common or dual units; the impact on dual and nested degrees and other courses.
The impact on the workforce.
Faculties will advise the Courses and Academic Quality Committee of the courses being reviewed and will complete the review by the date advised. Each faculty will make recommendations to the Provost as to the discontinuation or continuation of the eligible courses and units, and attach a justification for those that are recommended to continue. The review outcome is to be reported to the Courses and Academic Quality Committee.
5. Course and Unit Discontinuation
Course Discontinuation: Where a course has been approved for discontinuation the Faculty will determine a phasing-out period which accommodates part-time enrolment. No new admissions will be accepted from the commencement of the next academic year. Re-enrolment will be allowed provided the student is able to complete within the phasing-out period. The Faculty will advise the Courses and Academic Quality Committee and update the Faculty Approvals Register of the courses to be phased-out.
Each student currently enrolled in a course being discontinued will be given the option to transfer to a replacement course, if available. Students who choose not to transfer to a replacement course or for whom no replacement course has been identified will be given reasonable opportunity to complete the course within the phasing-out period.
Unit Discontinuation: Where a unit has been approved for discontinuation, the Faculty will determine the replacement units to be offered so that course requirements can be satisfied. The unit is to be recorded as not available from the commencement of the next academic year. The Faculty will advise the Courses and Academic Quality Committee and update its Endorsement Register of the units to be discontinued. The Faculty will advise Student Systems of the units to be discontinued in its annual Unit Offering report.
Where courses are to be phased-out or where units are approved for discontinuation, the Faculty will complete a budget statement which outlines the impact on the budget and any financial reallocation resulting from savings.
6. Student Impact and Notification
Faculties will consult with ACU International prior to finalising decisions to discontinue courses. This is to enable ACU international to identify the impact on students with an offer to a discontinuing course, and assess the market implications of course cancellation.
The International Office will monitor the review outcomes so that international students can be advised of any changes to planned enrolment. It will consult with Faculties as to the availability of replacement courses and units for international students wanting to enrol in courses and units that are no longer approved for continuation.
Each student currently enrolled in a course approved for phasing-out will be advised in writing by the relevant authority. Students who have been offered a place in such a course will be advised in writing of the course change and offered a replacement course.
7. Notification to Staff
Faculty teaching staff affected by course phasing-out will require consultation in line with the Fair Work Act.
The Faculty will advise the relevant University offices that the course has been discontinued so that it can be removed from all relevant marketing and website publications.
9. Risk Management
Risk assessments for the continuation of low enrolment courses and units will be undertaken annually by the relevant Faculty, with reporting through the Provost to the Planning, Quality and Risk Committee.