Schedule A: Register of Responsibilities for Academic Student Matters
1. PURPOSE
The Council of the Cairnmillar Institute (the Institute) delegates the academic governance of the Faculty to the Academic Board (the Board) and provides that the Board may delegate any of its powers to the Dean for purposes specified in the instrument of delegation. The Board retains overall responsibility for academic matters.
2. SCOPE
The Board delegates to the Dean responsibility for the day-to-day operation of the Faculty. To assist the Dean in carrying out that delegation, a number of functions related to enrolment, teaching and the provision of student services are the nominated responsibility of other staff.
This register lists both functions and staff to whom the Dean has nominated responsibility. Responsibilities are related to named positions and are the task of the person holding a named position (the responsible person) including when acting in the position.
If a position is abolished or renamed the responsibility passes to the principal successor to the functions of the original position, unless deemed otherwise by the Dean.
This register does not include financial and facilities matters that have been delegated by Council to other officers. Academic Board retains overall responsibility for unit and courses offerings, in consultation with the Dean.
3. REGISTER
| Function | Activity | Responsible Person | Policy/ Rules | Quality Assurance |
| 1. Admission | 1.1 Approve an individual offer | Course Coordinator | Dean and Student Services Manager monitor offers and acceptances | |
| 1.2 Approve an offer for admission on the basis of special consideration | Course Coordinator | Dean | ||
| 1.3 Approve an offer of place on the basis of uncredentialled learning | Course Coordinator | Dean | ||
| 1.4 Approve an offer of place following an academic exclusion
|
Dean | Academic Progress and Review Policy | Chair, Academic Integrity and Progress Committee and Chief Executive Officer & Provost
|
|
| 1.5 Approve the return to study of a student following exclusion under misconduct | Dean | Academic Integrity and Student Conduct Policy | Chair, Academic Integrity and Progress Committee and Chief Executive Officer & Provost
|
|
| 1.6 Approve course transfer | Course Coordinator
|
Dean and Student Services Manager | ||
| 1.7 Approve deferment of a place
|
Course Coordinator | Student Selection, Admission and Enrolment Policy | Student Services Manager | |
| 2. Enrolments | 2.1 Provide advice to students and staff on enrolment (administrative matters) | Student Services Manager | Dean | |
| 2.2 Provide academic course advice to students | Course Coordinator | Dean | ||
| 2.3 Approve the waiver of unit rules (pre-requisites and co requisites) | Course Coordinator | Dean | ||
| 2.4 Approve late enrolment after Week 1 but prior to census date | Course Coordinator | Â Dean | ||
| 2.5 Approve late unit enrolment after census date | Course Coordinator and | Dean, Student Services Manager | ||
| 2.6 Approve withdrawal without penalty before census date | Student Services Manager | Higher Education Support Act (HESA) 2003 and the Fee Rules 2010 (Rule 8(1)(d)) | Dean | |
| 2.7 Approve leave of absence (intermission) | Course Coordinator | Student Selection, Admission and Enrolment Policy | Dean | |
| 2.8 Approve cross-institutional, study abroad, exchange program | Course Coordinator | Dean | ||
| 3. Student Fees | 3.1 Initiate full or partial refund of domestic tuition fees or remission of HELP debt after census | Dean | HESA (2003) and Fee Rules 2010 (Rule 10) and the Tuition Fees Policy | Chief Executive Officer |
| 3.2 Authorise the issue or removal of a Financial Encumbrance from a student’s records | Dean | Tuition Fees Policy | Chief Executive Officer | |
| 4. Assessment | 4.1 Exam paper authorisation | Course Coordinator | Assessment Policy | Dean |
| 4.2 Authorise the finalisation of grades | Course Coordinator | Assessment Policy | Student Services Manager and Dean | |
| 4.3 Approve an amendment to a grade | Course Coordinator | Assessment Policy | Dean | |
| 4.4 Approve extensions for assessment items | Unit Coordinator | Assessment Policy | Course Coordinator | |
| 4.5 Authorise conversion of ‘incomplete’ and missing results to fail grades after the ‘incomplete’ resolution date deadlines | Course coordinator | Assessment Policy | Dean | |
| 4.6 Authorise supplementary assessment (including supplementary examination) | Course Coordinator | Assessment Policy | Dean | |
| 4.7 Authorise a deferred examination | Course Coordinator | Assessment Policy | Dean | |
| 4.8 Determination on breaches of Academic Integrity | Academic Integrity and Progress Committee | Academic Integrity and Student Conduct Policy | Chair, Academic Integrity and Progress Committee | |
| 4.9 a) Review of results and b) decisions on appeals | a) Unit Coordinator but may be delegated to course coordinator
b) Dean |
a) Assessment Policy
b) Student Grievance Policy |
a) Dean
b) Chief Executive Officer |
|
| 5. Progress | 5.1 Identify students who have failed to make satisfactory academic progress – academic probation | Course Coordinator | Academic Progress and Review Policy | Dean |
| 5.2 Student appeal against academic suspension or exclusion | Dean
|
Academic Progress and Review Policy or Academic Integrity and Student Conduct Policy | Chief Executive Officer | |
| 5.3 Grant credit transfer or RPL | Course coordinator
|
Recognition of Prior Learning Policy | Dean | |
| 5.4 Approve a variation of course requirements | Course coordinator | Student Selection, Admission and Enrolment Policy | Dean | |
| 5.5 Certify a student has met the academic requirements of the course | Course Coordinator | Graduation Attainment and Awards Policy | Dean
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| 5.8 Admit a student to an award | Council | Graduation Attainment and Awards Policy | Dean | |
| 5.9 Determination of level of Honours | Course Coordinator | Graduation Attainment and Awards Policy | Dean | |
| 5.10 Determination of Medals, Executive Director’s Commendations and Dean’s Excellence Awards | Dean | Graduation Attainment and Awards Policy | Chief Executive Officer |