Program stream, and course discontinuance or interruption - transitional arrangements - TAFE

Procedure

Intent

To ensure that transition arrangements are planned and implemented for students enrolled in TAFE programs, streams and course sequences which are to be discontinued or interrupted, and that appropriate notification is provided to administrative groups.

Procedure steps and actions

1. Decision to discontinue a program

Procedure

Responsibility

Timeline

1.1 Review TAFE programs and training packages on the NTIS database. Identify programs for which accreditation is due to lapse within the next year, and Training Packages for which new versions are scheduled.

Academic Policy Branch

March & August

1.1.1 Send letters to the Portfolio Associate Director (TAFE), advising:

  • the date that the program will be out of accreditation / the new Training Package version is proposed
  • the final date for which new students can be enrolled in such programs
  • the date by which continuing students in accredited programs must complete
  • details of any existing contract partners and offshore delivery partners,

or

Academic Policy Branch

March & August

  • 1.2 The Portfolio/School or VCEM takes a strategic decision to discontinue a program.

PVC (Academic)

Head of School/VCE

VTAC Programs – By VTAC Guide closing date of the previous year

Other programs - At least one semester before proposed discontinuance.

2. Planning for discontinuance

Procedure

Responsibility

Timeline

Notify the following organisational units of the intention to discontinue a program:

  • Admissions (Student Information Services)
  • Course Administration and Secretariat (Academic Policy Branch)
  • Publications (Marketing and Public Affairs)
  • Student Recruitment (Marketing & Public Affairs)
  • Revenue (Financial Services Group)
  • RMIT International Pty Ltd (if international onshore students affected)
  • Director, International Office (if international offshore students affected)
  • Program Renewal (Course Innovation and Development)
  • Statistics and Reporting (Planning Group)
  • Other programs using courses to be discontinued or interrupted shall be identified and consulted.

Program leader or School representative responsible for program administration.

VTAC Programs – By VTAC Guide closing date of the previous year

Other programs - At least one semester before proposed discontinuance.

2.1 Develop a transition implementation plan for approval of the appropriate Portfolio Board(s) and Programs Committee, outlining transition arrangements, responsibilities and timelines.

Develop a curriculum map showing the relationship between the old and the new courses.

Involve RMIT International Pty Ltd in development of the plan if the cohort includes onshore international students.

Involve International Office in development of the plan if the cohort includes offshore international students.

Involve students in development of the plan.

Program Leader

VTAC Programs – By VTAC Guide closing date of the previous year

Other programs - At least one semester before proposed discontinuance

2.2 Make arrangements to notify in writing, enrolled students or prospective students who may have made a financial or other commitment to the program, of the planned program discontinuance.

Notification shall include:

  • the proposed date of the discontinuance
  • the reason(s) for the discontinuance
  • an explanation of the effect on students enrolled at each year level of the program, including part-time students
  • an explanation of the transition arrangements for current full time students, part-time students, deferred students, students on leave of absence, and international students

Program leader or School representative responsible for program administration.

At least one semester before proposed discontinuance.

2.3 Accredited TAFE Programs

Set the enrolment quota to ‘0’ from an identified date for such programs; withdraw the program from VTAC Guide (if applicable) consistent with the VTAC discontinuance rules and timelines.

Admissions

Selection period at start of planned discontinuance

2.3.1 (a) When the program accreditation period has expired, send a letter to the Associate Director TAFE; Director TAFE; Head of School; and Program Leader advising that:

  • the program is no longer accredited
  • continuing students must be transitioned to a replacement or an equivalent program
  • the program and courses, not part of other currently accredited programs, will be de-activated on the program master-file

or

Academic Policy Branch

Immediately the program is de-accredited.

2.3.1 (b) When the Portfolio; School or VCEM takes a strategic decision to discontinue a program:

  • notify Academic Policy Branch, including details of program to which continuing students will be transitioned

Heads of School

Academic Pro Vice-Chancellors

Vice-Chancellor’s Executive

Immediately the decision is taken.

2.3.2 Notify Programs Committee of the de-activation of the program.

Academic Policy Branch

Immediately after the program is de-accredited.

2.3.3 De-activate the program, and courses which are not part of other accredited training programs, on the program and course masterfile.

Academic Policy Branch

Immediately after the program is de-accredited.

2.3.4 Remove reference to the program from profile and reporting instruments

Statistics and Reporting Unit

When no students enrolled in the program

2.3.5 The Portfolio/School or VCEM takes a strategic decision to discontinue a program.

Portfolio/School

VCEM

When no students enrolled in the program

2.3.6 Remove program from the Scope Of Registration.

Academic Policy Branch

When no students enrolled in the program

2.4 Endorsed Training Packages

2.4.1 Transition currently enrolled students to the revised Training Package with appropriate recognition.

Program leader or School representative responsible for program administration.

Within timeframe identified in new version of Training Package

2.4.2 Enrol new students in the revised version of the training package.

Program leader or School representative responsible for program administration.

Within timeframe identified in new version of Training Package

2.4.3 Advise the Portfolio Associate Directors (TAFE);

  • the program, and courses not part of other endorsed Training Packages, will be de-activated on the program masterfile.

Academic Policy Branch

Upon expiry of transition period identified in new version of Training Package

2.4.4 Notify Programs Committee of the de-activation of the program.

Academic Policy Branch

Upon expiry of transition period identified in new version of Training Package

2.4.5 De-activate the program, and courses which are not part of other endorsed Training Packages, on the program and course masterfile.

Academic Policy Branch

Upon expiry of transition period identified in new version of Training Package

3. Interruption of a Program; Discontinuance/ interruption of a Program Stream

Procedure

Responsibility

Timeline

3.1 Notify the following organisational units of the intention to discontinue/interrupt a program or stream and the proposed date of the discontinuance/interruption:

  • Admissions (Student Information Services)
  • Course Administration and Secretariat (Academic Policy Branch)
  • Publications (Marketing & Public Affairs)
  • Student Recruitment (Marketing & Public Affairs)
  • Revenue (Financial Services Group)
  • Statistics and Reporting (Planning Group)
  • Program Renewal (Course Innovation and Development)
  • RMIT International Pty Ltd (if international onshore students affected)
  • Director, International Office (if international offshore students affected)
  • Other programs using courses to be discontinued or interrupted shall be identified and consulted

For interruption, identify the likely date of recommencement.

Program leader or School representative responsible for program administration.

VTAC Programs – By VTAC Guide closing date of the previous year

Other Programs -At least one semester before proposed discontinuance/interruption

3.2 Develop a transition implementation plan for approval of the appropriate Portfolio Board(s) and Programs Committee, outlining transition arrangements, responsibilities and timelines.

Involve RMIT International Pty Ltd in development of the plan if the cohort includes onshore international students.

Involve International Office in development of the plan if the cohort includes offshore international students.

Involve students in development of the plan.

Program team leader, in conjunction with program team.

At least one semester before the proposed discontinuance.

3.3 Make arrangements to notify in writing, enrolled students or prospective students who may have made a financial or other commitment to the program, of the planned program interruption or discontinuance/ interruption of a program/ stream.

Notification shall include:

  • the proposed date of the discontinuance/interruption
  • the reason(s) for the discontinuance/interruption
  • an explanation of the effect on students enrolled at each year level of the full-time program and on part-time students
  • an explanation of the transition arrangements for current full time students, part-time students, deferred students, students on leave of absence, and international students
  • for interruption, identify the likely date of recommencement
  • contact details of the relevant program leader

Program leader or School representative responsible for program administration.

At least one semester before proposed discontinuance/ interruption.

3.4 Where appropriate, set the Admissions quota for the program/stream to zero for the interruption period.

Admissions

From the start of the interruption period

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