EDUCATION POLICY RESPONSIBILITIES OF FACULTY MANAGERS
UPDATED 06/06/2012
Statute 4.1 Discipline
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
STATUTE
'faculty manager' means the senior administrative officer of a faculty;
4.
URL REFERENCE:
http://adm.monash.edu/legal/legislation/cha
pter-four.html
Reporting of general misconduct
4.1
Subject to this section, a person in the employment of the university
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
who has reasonable grounds to believe that an act of general
misconduct has been committed by a student must report the matter
to the associate dean (teaching) of the relevant faculty or the
associate dean's nominee who may 4.1.3
URL REFERENCE:
report the matter to the faculty manager.
4.4A. A person in the employment of the university who has reasonable
grounds to believe that a student in an examination has failed to
comply with an instruction in relation to mobile phones or any other
electronic device must report the matter to the faculty manager who
may fine the student a sum not exceeding $150.
7.
Examination cheating and assisting to cheat
A person in the employment of the university who has reasonable grounds
to believe that 7.1.1
examination cheating has occurred; or
7.1.2
a student has assisted another student to cheat –
must report the matter to the relevant faculty manager.
8.2
Where the chief examiner has reasonable grounds to believe that a
matter reported under subsection 8.1 has occurred, the chief
examiner must 8.2.2
9.
report the matter to the relevant faculty manager.
Faculty discipline committee
9.1
9.2
An appeal to a faculty discipline committee under paragraph 5.1.1 or
8.3.2 must be –
9.1.1
in writing, addressed to the faculty manager, setting out the
grounds of the appeal; and
9.1.2
lodged with the faculty manager within 20 working days after
imposition of the penalty or notice of disallowance concerned.
Where a matter is reported to a faculty manager under paragraph
4.1.3, section 7 or paragraph 8.2.2, or an appeal to a faculty
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9.1.1 in writing, addressed to the faculty manager, setting out the
grounds of the appeal; and
9.1.2
9.2
9.3
URL REFERENCE:
lodged with the faculty manager within 20 working days after
imposition of the penalty or notice of disallowance concerned.
Where a matter is reported to a faculty manager under paragraph
4.1.3, section 7 or paragraph 8.2.2, or an appeal to a faculty
discipline committee is lodged with a faculty manager under
subsection 9.1, subject to subsection 9.3, the faculty manager must 9.2.1
within 10 working days or any longer period necessary in any
particular case, constitute a faculty discipline committee to
hear and determine the matter; and
9.2.2
notify the student in writing of the time and place of the
hearing.
In a case of alleged academic misconduct, subsection 9.2 applies
only where the faculty manager is satisfied that there is a prima facie
case against the student concerned.
9.6 Where a faculty discipline committee is constituted 9.6.1
to hear a charge of cheating or assisting to cheat following a
report to the faculty manager under section 7 or paragraph
8.2.2, or to hear an appeal under paragraph 8.3.2 following
the disallowance of work, the committee must not include the
chief examiner or the person who made the report under
section 7 or subsection 8.1; or
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
EDUCATION POLICY BANK (A-Z)
Admission to
Coursework Courses
and Units of Study
Procedures
13. Responsibilities
13.1 The Academic Board is responsible for overseeing the requirements stated
in these procedures, and delegates the responsibility for detailed oversight of
admissions policy and procedures to the Education Committee and its
subcommittee, Coursework Admission and Scholarships Committee.
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/admissions/admis
sions-coursework-courses-units-of-studyprocedures.html
13.2 Responsibility to make selection decisions in compliance with these
requirements is delegated by Academic Board to faculty boards, which may
further delegate this responsibility to individual selection officers, or to specialised
committees, which may further delegate this responsibility to individual selection
officers. Such delegations will be stated in writing in the minutes of these
committees.
13.3 Managers who are responsible for managing and co-ordinating coursework
admission work are responsible for:


ensuring admissions decisions are compliant with these procedures, and
reporting to the relevant committees on compliance of admissions
decisions with these procedures.
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Admission into
Commonwealth
Supported and FeePaying Places Selection Procedures
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
1. Domestic students who gain an offer of an undergraduate place in a course
according to identified selection principles will be admitted to a Commonwealth
Supported Place as provided by the Higher Education Support Act (HESA).
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/admissions/admis
sion-to-csp-and-feepaying-placesprocedures.html
2. Domestic students who gain an offer of a graduate/postgraduate place in a
course according to identified selection principles will be admitted to either a
Commonwealth Supported Place or a Full-Fee paying place, as determined by
each faculty and as provided by the Higher Education Support Act (HESA).
a. Faculties will designate if places will be offered:
(i) solely as Commonwealth Supported;
(ii) solely as Full-Fee; or
(iii) as a mixture of Commonwealth Supported and Full-Fee places.
b. Where there is a mixture of Commonwealth Supported and Full-Fee places
available, and where applicants have expressed interest in a Commonwealth
Supported Place, faculties will establish a ranking process that will be used to
allocate those places among applicants who have otherwise been selected
according to identified selection procedures. The ranking process will be based
primarily on academic merit, but may include other criteria, such as educational or
economic disadvantage. Allocation for timely applicants will first be made for any
available Commonwealth Supported places according to the rank order, and then
offers will continue being made according to the rank order to fee-paying
applicants. Late applicants may only have access to Full-Fee places.
3. International students who gain an offer of an undergraduate or
graduate/postgraduate place in a course according to identified selection
principles will be admitted to a Full-Fee paying place.
Coursework
Scholarships and
Bursaries Policy
The implementation of this policy is the responsibility of the Faculty Manager.
http://policy.monash.edu.au/policybank/academic/education/admissions/cours
ework-scholarships-bursaries-policy.html
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Coursework
Scholarships and
Bursaries Procedures
for Australian
campuses
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
1.5 Proposals to establish new scholarships or bursaries must be made using the
approved template and where they are centrally funded, submitted to CASC and
or SEC for approval.
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/admissions/cours
ework-scholarships-bursaries-proceduresaustralian.html
5. Establishing of Faculty and externally funded Scholarships and Bursaries
5.1 Faculties must forward proposals that are funded by faculties or external
bodies for noting by CASC.
5.2 The establishment of a scholarship or bursary that is to be funded by an
external body must be accompanied by a written agreement.
Credit Procedures
5.3 Where agreed, CSU will award and administer faculty and externally funded
scholarships and bursaries on behalf of the faculty or external granting body.
The following sections in the procedures: Information for applicants, application
process, timelines, notification, assessment, appeals and institutional agreements
are the responsibility of the faculty manager (and others).
Special Consideration
Procedures
6. Deferred examinations
http://policy.monash.edu.au/policybank/academic/education/admissions/credit
-procedures.html
http://www.policy.monash.edu/policybank/academic/education/assessment/speci
al-consideration-procedures.html
6.1 Scheduling
6.1.1 Deferred examinations will be scheduled during the official deferred
examination period as determined and publicised by the Examinations Unit unless
the faculty decides otherwise, in which case a minimum of five University working
days notice will be given, using the student’s Monash University email.
Unit Quotas Policy
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/awards/unitquotas-policy.html
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Cancellation of Units
Policy
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of this policy is the responsibility of the Faculty Manager.
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/development/can
cellation-of-units-policy.html
7
Guidelines for
Teaching-Out
Disestablished
Programs
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
Suggested Teach-Out Action Plan: Initial
 Notify the Director, University Planning and Statistics and discuss any
student load issues what are associated with the teach-out.
 Seek advice from the University Solicitor's Office on any relevant issue (ie.
content of written communication to students notifying them of the
decision to disestablish the course and honouring contractual obligations
and other representations made by the University).
 Advise the Admissions Manager if the course is to be withdrawn from
Victorian Tertiary Admissions Centre (VTAC) system and the date of final
intake.
 If the course is open for international enrolments, advise International
Recruitment Services (IRS) that the course is to be withdrawn and the
date of the final intake.
 Develop a communication plan to advise any current applicants or
students with offers for subsequent intake periods that the course will no
longer be offered, including information about alternative course options
that are available. This should be developed in consultation with the
Admissions Manager and/or International Recruitment Services as
appropriate.
 A letter should be sent to all students explaining the teach-out
arrangements and detailing all available options for students.
 Nominate a contact person to deal with student enquiries about the
process.
 Establish a website for students with information about the teach-out.
Refer to this site in all future correspondence with students, especially for
re-enrolment information.
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/development/guid
elines-teaching-out-disestablishedprograms.html
Suggested Teach-Out Action Plan: On-Going
 Maintain the website for students with information about the teach-out.
Refer to this site in all future correspondence with students, especially for
re-enrolment information.
8
Unit Coding Policy
Student Evaluation
Policy
Student Evaluation of
Teaching and Units
(SETU) Procedures
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of this policy is the responsibility of the Faculty Manager.
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/development/unitcoding-policy.html
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/quality/studentevaluation-policy.html
1. Preparing the Survey
2. Each unit-owning faculty reviews their faculty-specific unit evaluation
questions and notifies OPQ of any amendments at least two weeks prior
to the commencement of semester.
3. The decision about which UOOs are evaluated each semester is made by
the unit-owning faculty. This decision must be made within the policy of
http://policy.monash.edu.au/policybank/academic/education/quality/studentevaluation-of-teaching-and-unitsprocedures.html
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
evaluating every unit at least once in each year that it is taught.
4. The decision about which teachers are evaluated each semester is made
by the unit-teaching faculty, in consultation with any other faculty involved
in the teaching. The unit-teaching faculty informs staff that they are to be
evaluated at least two weeks prior to the commencement of the survey
period. Up to five teaching staff may be evaluated per UOO.
5. All teaching staff can also request to be evaluated. The unit-teaching
faculty will need to process these requests.
URL REFERENCE:
6. OPQ loads the semester’s UOO into the SETU module in Callista in week two
of the relevant semester. Each faculty then uses the ‘Maintain UOO/Teacher
Relationships’ form to:
1. Select which UOOs require evaluation
2. Assign to each UOO the teaching staff that require evaluation
In cases where the unit-owning faculty and unit-teaching faculty differ:
·
·
The unit-owning faculty is responsible for selecting the units for
evaluation on Callista and then informing the teaching faculty
which units are selected for evaluation.
The unit-teaching faculty is responsible for assigning any
teaching staff that are to be evaluated to the UOOs on Callista.
Each faculty completes and checks their selection by the due date.
7.OPQ prepares survey templates in MOST (Monash Online Survey Tool). If there
have been any changes to the unit evaluation questions, the faculties will be
asked to check and approve the templates.
2. Administering the survey
2. OPQ sends out regular emails during the survey period to any student with an
outstanding online survey. Each unit-teaching faculty communicates with their
students to encourage completion of online surveys.
4. Each unit-owning and unit-teaching faculty reviews the response rate report and
notifies OPQ of any anomalies.
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University Student
Survey Policy
Discipline Student
Policy
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of this policy is the responsibility of the Faculty Manager.
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/quality/studentsurvey-policy.html
The implementation of this policy is the responsibility of the Faculty Manager.
http://policy.monash.edu.au/policybank/academic/education/conduct/studentdiscipline-policy.html
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Discipline Student
Procedures
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of these procedures is the responsibility of the Faculty
Manager. Specific examples:
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/conduct/studentdiscipline-procedures.html
2. General misconduct
A person in the employment of the University who has reasonable grounds to
believe that an act of general misconduct has been committed by an Open
Universities student must report the matter to the associate dean (teaching) of the
relevant faculty or the associate dean's nominee who may 2.1.1 fine the student a sum not exceeding $300; or
2.2.2 report the matter to the faculty manager.
3. Examination cheating and assisting to cheat
A person in the employment of the university who has reasonable grounds to
believe that 3.1.1 examination cheating has occurred; or
3.1.2 a student has assisted another student to cheat must report the matter to the
relevant faculty manager.
4. Non-examination cheating
4.1 A member of the teaching staff who has reasonable grounds to believe that
non-examination cheating has occurred, must report the matter to the chief
examiner or member of staff in charge of the unit.
4.2 Where the chief examiner or member of staff in charge of the unit has
reasonable grounds to believe that non-examination cheating has occurred, the
chief examiner or staff member must 

disallow the work concerned by prohibiting assessment; or
report the matter to the relevant faculty manager.
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
 disallow the work concerned by prohibiting assessment; or
 report the matter to the relevant faculty manager.
URL REFERENCE:
5. The Faculty Discipline Committee
5.1 Where an allegation of general/academic misconduct is reported to a faculty
manager or a student lodges a written appeal with the faculty manager against a
fine imposed by an associate dean (teaching) or the dean's nominee or against a
disallowance of work, the faculty manager must5.1.1 within 28 days or any longer period necessary in any particular case,
constitute a faculty discipline committee to hear and determine the matter; and
5.1.2 notify the student in writing of the time and place of the hearing.
5.2 Where work submitted for assessment by two or more persons is the same or
substantially the same, the work submitted is prima facie evidence of cheating by
those persons.
5.3 A faculty discipline committee consists of three members of the faculty, one
being the associate dean (teaching) or the associate dean's nominee who shall
chair the committee and may, in any particular case, include a member or
employee of the Open Universities Student Association.
5.4 A faculty discipline committee must not include the chief examiner or the
person who made the report of general or academic misconduct although such
persons may be asked to give evidence at the hearing.
5.5 Where a student is unable to appear at the hearing because of disability or
because the student resides at a distance from the University which would make it
impracticable to do so, the faculty discipline committee may accept written
submissions from the student and may make any further inquiries via telephone
etc in order to determine the matter.
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Discipline (Student) –
Guidelines
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
Section 2 of the Discipline (Students) - Guidelines
2.1 Establishing the faculty discipline committee (FDC)
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/conduct/discipline
-guidelines/discipline-guidelines.html
Under S9.2, a faculty manager is required to establish a faculty discipline
committee within 20 working days of receipt of a report of misconduct.
2.1.1 Membership of a Faculty Discipline Committee
Conflict of interest/Bias
In order to avoid an allegation of bias, committee members should not have had
any involvement with the incident which is the subject of the inquiry. While it might
be necessary to appoint a staff member from the relevant department, that staff
member must not have had any personal involvement with the student or have
marked the work or observed the cheating. The fact that a staff member taught the
student without incident or personal contact at an earlier stage of the course
should not prevent that person from serving on a FDC. If the student objects to a
member of the committee hearing the case because of alleged bias, the
committee (including the member) must decide whether to uphold the objection
before hearing the charges.
2.2 The Charge Letter
If the hearing is to be fair, the student must be given details of the accusation and
be told when and where the hearing will take place. It is important also that the
student be given sufficient time to prepare a reply and to consult a student rights
officer.
Examples of charge letters are contained in the Attachment to these Guidelines.
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
It is often difficult to find a date and time which suits members of a discipline
committee and the witnesses. Rather than wait until a date is agreed upon, faculty
managers are advised to mail a charge letter to the student as soon as possible
and explain that the matter will be heard by the FDC and that the student will be
advised shortly of the date and time of the hearing.
URL REFERENCE:
2.2.1 Period of Notice for hearing
It is recommended that the student be given a minimum of seven days notice of a
hearing. The notice period may be shortened with agreement from the student e.g.
when a student has admitted cheating in an exam and wants the matter dealt with
as soon as possible.
A request from the student that the hearing be postponed should be referred to
the chair of the FDC or considered in light of the complexity of the issues involved
and/or need to gather evidence such as medical reports or the availability of
witnesses.
2.2.2 Multiple charges
It is not uncommon for a student to be charged with more than one offence
relating to the same incident. The offences could be multiple counts of general /or
academic misconduct /or a mix of both.
Where offences are founded on the same facts/incident, or form part of a series of
offences of the same or similar character eg cheating by plagiarising, the charges
may be heard together unless the student applies to have them heard separately
and the Chair agrees that this would be appropriate.
No information should be given to a FDC about a charge which has not yet been
heard.
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
URL REFERENCE:
2.2.3 Where students submit same work
Under Section 9.4, submission of "substantially similar" work is prima facie
evidence of cheating.
When students submit the same work, one student will normally change the
introduction and conclusion and possibly make other minor changes e.g. to
headings and font. The lecturer/Chief Examiner must decide whether or not pieces
of work are substantially similar for the purposes of Section 9.4.
Submission of similar work is prima facie evidence of cheating. It does not deem
that cheating has occurred and students may submit evidence such as prior
drafts/evidence of library borrowings to support their cases. (See Guideline 3.3.2 ).
2.2.4 One incident: more than one offender
It is not uncommon for two or more students to be involved in the same incident.
Although each student should be charged separately, the cases may be heard
consecutively by the same committee on the same day.
If the students are in different faculties, the charges will be heard by a Small
Committee of CDC not the FDC.
2.3 Cheating in an Examination under the control of the General Manager
Where cheating is reported in an exam run by Examinations Branch, the student
will be interviewed by the Manager of the Branch/nominee. A written report of the
interview will be forwarded to the faculty manager together with the exam booklet
and any confiscated material.
The faculty manager / secretary to the FDC should contact the lecturer and ask
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
him/her to estimate the grade to be given for the exam and whether any
confiscated material was used in the exam and if not, whether the confiscated
material was relevant to the exam/and could have given the student an advantage
in the assessment.
URL REFERENCE:
The exam booklet must be kept securely and a copy provided to the lecturer.
2.4 Secretarial assistance for the Faculty Discipline Committee
The faculty manager/or a staff member appointed by the faculty manager should
act as secretary to the FDC. The duties of the secretary include:







drafting the charge letter;
establishing the FDC and providing documentation;
sending a Notice of Hearing to the student/other documentation prior to
hearing;
arranging for witnesses to attend the FDC;
taking minutes of the meeting to which the chair may refer when writing a
report;
safekeeping of documentary evidence such as examination booklets,
confiscated notes, copies of assignments with plagiarised passages
highlighted, any material provided at the request of the committee to
prove authorship.
advising student by letter of the decision of the FDC. (See pro forma
letter)
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URL REFERENCE:
2.4.1 Information to be provided to FDC
(a) Prior to hearing
Each member of the FDC should be provided with:





a copy of the charge letter and the notice of hearing sent to the student;
if the student is accused of cheating in an assignment, a copy of the
assignment with the plagiarised passages highlighted.
if it is alleged that the student has copied from another student, a copy of
the other student’s work with the relevant passages highlighted;
if cheating occurred in an examination under the control of the General
Manager, a copy of the record of the student’s interview by the manager,
Examinations Branch / nominee.
a copy of any written statements which the faculty intends to rely upon at
the hearing.
(b) At the hearing
If the student has plagiarised material from text books or other publications, the
texts should be available to the committee at the hearing. Journal articles may be
photocopied.
If cheating occurred in an examination, the examination booklet and any notes or
other confiscated material allegedly copied or used by the student in the
examination.
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
URL REFERENCE:
2.4.2 Documentation to be provided to student
Prior to the hearing, the student should be given a copy of any document provided
to the FDC including a copy of his/her own assignment. If the student has been
accused of copying from another student, a copy of the other student’s
assignment should also be provided. Where plagiarism involves published works,
particulars should be given in the charge letter, e.g. Title of publication, author,
publisher and number of page from which material was taken.
2A. Annual Report to the Academic Board
Under the Statute, decisions of Discipline Committees must be reported,
confidentially, to the Academic Board.
To meet the "confidentiality" requirement, names of students must not be included
in the report.
Plagiarism Policy
It is anticipated that the faculties and the University Secretariat will report annually
on student discipline to the Academic Board and that the reports will outline all
charges heard by the FDC/CDC, the Committee’s findings as to charges
(proven/not proven) and the penalties imposed.
The implementation of this policy is the responsibility of the Faculty Manager.
http://policy.monash.edu.au/policybank/academic/education/conduct/plagiaris
m-policy.html
19
Plagiarism procedures
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of these procedures is the responsibility of the Faculty
Manager. Specific references are:
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/conduct/plagiaris
m-procedures.html
1. Faculties must adhere to the University’s definition of plagiarism. Links to the
Plagiarism Policy and Procedures must be incorporated into the University’s
Student Services and Faculty websites. In addition, Faculties will provide
statements that explain the nature of plagiarism as it applies to the faculty’s fields
and disciplines. Faculties will make students aware that the Library provides
assistance in essay writing and the appropriate use and acknowledgement of
sources, including citation techniques.
12. If reported, the Faculty Manager of the managing faculty is required to
establish a Faculty Discipline Committee within 10 working days of the misconduct
being reported.
13. Where work is disallowed by the Chief Examiner (or nominee), this must be
reported in writing to the student and the Associate Dean (Teaching). The
notification will be kept on the plagiarism register and must include the basis on
which the staff member involved in unit assessment believes the plagiarism to be
intentional. Students must be informed (in the letter) of appeal rights and timelines
(see standard disallowance letter rtf 14kb).
15. Once an appeal has been lodged, the Faculty Manager of the managing
faculty has 20 working days to establish a faculty Discipline Committee as set out
in University Statute 4.1 – Discipline.
Plagiarism Register
17. A register will be maintained to record:


warnings that have been given to students about plagiarism, even where
no formal action has been taken or penalty applied;
penalties applied and the nature of those penalties.
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Academic and
Administrative
Complaints and
Grievances Policy
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
18. Records regarding a student’s involvement in alleged plagiarism will be
retained for seven years (if no disciplinary action was taken) or 15 years (where a
penalty or disciplinary action was incurred), and otherwise for seven years.
URL REFERENCE:
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/management/com
plaints-grievance-policy.html
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
Complaints and
Grievances of
Coursework Students
Procedures
Processing of the grievance
11. The grievance officer will determine whether the grievance can be investigated
within the scope of the Academic and Administrative Complaints and Grievances
Policy. Where the grievance sits outside of the scope of the policy, the grievance
officer will send an email to the student within five working days following receipt
of the grievance explaining why the matter can not be investigated under the
policy and associated procedures. If the matter falls within the scope of another
university policy, regulation or statute, the student is to be directed to the relevant
information.
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/management/com
plaints-grievance-courseworkprocedures.html
12. Where the grievance is of a nature that can be investigated under the scope of
the Academic and Administrative Complaints and Grievances Policy,
the grievance officer will determine whether the grievance is academic or
administrative in nature, record details of the grievance, acknowledge receipt of
the grievance and explain the timelines for resolution and any other relevant
information, including information about relevant university support services. A
grievance receipt is to be emailed to the student within 5 working days of the
grievance being lodged.
13. In the case of an academic grievance, the grievance officer will direct the
matter to the Associate Dean (Education), or nominee, of the appropriate faculty.
In the case of an administrative grievance, the grievance officer will direct the
matter to the faculty manager, or nominee, of the appropriate faculty, or to the
director or equivalent senior manager, or nominee, if the matter concerns a nonfaculty administrative grievance.
14. If the grievance officer is unable to assess the student's grievance due to
insufficient information or clarity, the student will be contacted within 5 working
days following receipt of the grievance. The grievance officer will outline what the
student must do or provide for their grievance to be reviewed, and will also direct
the student to appropriate University support services.
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EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
URL REFERENCE:
Investigation and conciliation
15. The person to whom the grievance has been directed will attempt to resolve it
through investigation and conciliation, and may also direct the student to
appropriate University support services.
16. The person to whom the grievance has been directed is tocommence
conducting an investigation within ten working days of the grievance being lodged
by the student, and consult with relevant staff.
17. The person to whom the grievance has been directed may determine that the
grievance is frivolous, vexatious, or lacking in substance, and decide that no
investigation is necessary. The student is to be advised via email within 20
working days of the grievance being lodged with the faculty/division of this
decision using the grievance outcome template letter, including details of the
reasons for this decision and the student’s right to make a complaint to the
University Student Ombudsman.
18. A complaint by a prospective student against a selection decision may be
dismissed as lacking in substance if the decision is consistent with the published
selection criteria, or if the complainant meets the published selection criteria but
was declined entry in favour of better qualified applicants.
19. The person to whom the grievance has been directed may call a conciliation
meeting with all parties concerned, for the purpose of discussing and, if possible,
concluding an agreed resolution. The findings of the investigation to date may be
presented at this meeting which, if required, must occur within 20 working days of
the grievance being lodged in the faculty/division.
20. If, due to unforeseen circumstances (e.g. staff on leave), an investigation
cannot be concluded within ten working days of its commencement, the person to
whom the grievance has been directed is to send the student an email on the
status of the matter using the grievance status template letter.
21. If a resolution cannot be reached after an agreed number of conciliation
meetings, the person to whom the grievance has been directed will offer, in
writing, the University’s best available solution to the student. The student must
accept or decline the offer via email within 10 working days of the date of the
offer. If accepted by the student the solution will be implemented immediately.
22. If the student does not accept this offer, the student may forward details of the
grievance to the University Student Ombudsman within 20 working days.
23
Collaborative
Coursework
Arrangements Policy
Articulation Procedures
Collaborative
Coursework
Arrangements Licensing of
Curriculum Procedures
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of this policy is the responsibility of the Faculty Manager.
3. All approved articulation agreements (with both Australian and nonAustralian providers) must be reported to Coursework Admissions and
Scholarships Committee and will be added to a central register of
articulation agreements.
The implementation of this policy is the responsibility of the Faculty Manager.
URL REFERENCE:
http://policy.monash.edu.au/policybank/academic/education/management/coll
aborative-coursework-arrangementspolicy.html
http://www.policy.monash.edu/policybank/academic/education/management/artic
ulation-procedures.html
http://www.policy.monash.edu/policybank/academic/education/management/lice
nsing-of-curriculum-procedures.html
24
Collaborative
Coursework
Arrangements
Procedures
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
4. Where it is planned to allocate to the host higher education provider/s the major
responsibility for teaching, the following must be agreed in writing, and is subject
to the following conditions:
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/management/coll
aborative-coursework-arrangementsprocedures.html
n. The curriculum must be developed or approved by Monash;
o. Monash must oversee assessment, and control examinations and the
setting of academic standards;
p. Monash must also determine fees, by negotiation and ensure that they
are compatible with the Monash fees policy;
q. Students must have contact with Monash teaching throughout their course
in the form of structured self-instructional materials developed by Monash
staff;
r. Monash must nominate its own course coordinator and approve the
partner’s appointment of the on-site program director;
s. Monash staff must be consulted about the appointment and supervision of
the teaching staff;
t. Students will be enrolled as Monash students upon commencement of the
Monash component of the course;
u. The proposer must indicate how examinations will be undertaken;
v. The proposer must indicate conditions for the extensions or termination of
the program;
w. Monash-enrolled students who successfully complete all the requirements
of their course will graduate with a Monash degree, and
x. Students must be given appropriate access to the broad range of Monash
resources through the Portal system and/or other mechanisms.
y. Entry level requirements and subsequent academic performance of
students will be monitored to ensure appropriate admission standards.
z. The partner Higher Education Provider must award numerical marks and
grades
5. Exceptions may be made in relation to joint degree programs.
25
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
6. Discussions must be undertaken with the Faculty Dean, Associate Dean
(Teaching) and Faculty Manager as to whether the proposed collaborative
coursework arrangement advances faculty teaching imperatives, and whether
academic quality can be achieved and maintained. The Faculty Dean must
confirm in writing to the collaborative coursework arrangement proposer that the
faculty will be able to resource the initiative.
URL REFERENCE:
Course and unit
handbook policy
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/management/cou
rse-and-units-handbook-policy.html
Recognition of
Excellence Policy
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/management/rec
ognition-of-excellence-policy.html
26
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
Recognition of
Excellence Procedures:
Coursework Awards
Numbers of medals allocated per faculty
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/management/rec
ognition-of-excellence-procedures.html
1. For each year, each faculty is allocated a number of University Medals for
Undergraduate Academic Excellence proportional to undergraduate
EFTSL enrolled for degrees awarded by that faculty, receiving one Medal
for every 3,000 EFTSL or part thereof.
2. For each year, each faculty is allocated a number of Academic Medals for
Excellence in Graduate and Postgraduate Coursework Study proportional
to graduate and postgraduate EFTSL enrolled for degrees awarded by
that faculty, receiving one Medal for every 1,000 EFTSL or part thereof.
Eligibility
1. A student may be nominated for a University coursework award only by
his or her degree-awarding faculty.
2. Students become eligible for these awards in their final year of enrolment.
Students who complete their degree requirements over the Summer A
Period are considered to have qualified in the current academic year for
the purpose of these awards. Students who complete their degree
requirements over the Summer B Period are considered to have qualified
in the following academic year for the purpose of these awards.
3. No student shall receive more than one Sir John Monash Medal,
University Medal for Undergraduate Academic Excellence or Academic
Medal for Excellence in Graduate and Postgraduate Coursework Study.
However, nomination for or receipt of any one medal does not disqualify a
student from being eligible for another medal. For instance, a student may
win a Sir John Monash Medal and a University Medal for Undergraduate
Academic Excellence, but not two University Medals for Undergraduate
Academic Excellence.
4. No student who has failed a unit in a degree program may be awarded a
medal for that degree.
5. If a faculty nominates for a medal a student who is not eligible for that
medal, that student shall not be ratified for the medal, and the nominating
faculty shall be invited to nominate a different candidate.
27
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
URL REFERENCE:
University Medal for Undergraduate Academic Excellence eligibility
measures for students taking double honours
1. For the purposes of the University Medal for Undergraduate Academic
Excellence, a student taking honours in two faculties is held to have
enrolled in two separate programs, and may be considered for a
University Medal for Undergraduate Academic Excellence by both
faculties
2. Such a student is considered for a University Medal for Undergraduate
Academic Excellence by each faculty in the year of enrolment in which he
or she completes the requirements for honours with that faculty, and not in
the final year of enrolment.
3. For instance, an Arts/BusEco student enrols in the honours programs of
both the Arts and BusEco faculties, and completes the honours program
in BusEco first without winning a University Medal. This student is eligible
to be nominated for a University Medal from Arts when he or she
completes Arts honours.
Nomination and ratification process
9. Responsibility for nominating the winners of the University coursework
awards allocated to each faculty rests with that faculty.
10. Each faculty shall develop procedures, embodying the criteria set out by
Recognition of Excellence Policy, for determining the nominee for each
award allocated to it.
11. No later than February of each year, the Dean of each faculty shall pass
the names of nominees for the Sir John Monash Medal, the University
Medal for Undergraduate Academic Excellence, and The Academic Medal
for Excellence in Graduate and Postgraduate Coursework Study to the
Coursework Scholarships Unit.
12. All nominees must have fulfilled all requirements for the award of their
degree, with the exception of University Medal for Undergraduate
Academic Excellence nominees taking double honours who have been
nominated for their first completed honours program.
28
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
13. The Coursework Scholarships Unit confirms the nominations made by the
Deans by certifying that nominees are eligible for the awards for which
they have been nominated.
14. The Coursework Scholarships Unit notifies award winners and provides
the Graduations Unit with the details of award-winners.
15. The Coursework Scholarships Unit enters the details of winners on the
Student Information System to ensure these awards will be included on
their official transcripts.
16. The Coursework Scholarships Unit arranges for the striking and engraving
of Medals and provides Medals for award-winners to the Esquire Bedel for
presentation at the appropriate ceremony, or where necessary takes
alternative measures for providing winners with their Medals.
URL REFERENCE:
Faculty Prizes
6. Faculties are responsible for the establishment of all prizes and should
establish procedures for the management and awarding of prizes based
on determined selection criteria approved by the Faculty Board.
7. Where a prize is valued at over $1000, it may be recorded on a student’s
transcript.
8. Faculties shall provide details of Faculty prizes to the Coursework
Scholarships Unit, which will record the details of approved prizes in
Callista.
9. Faculties will have the ability to enter student details in Callista so that
prizes will be recorded on student transcripts.
10. Each year the Coursework Scholarships unit shall submit a list of Faculty
prizes that are recorded on University transcripts to the Coursework
Admissions and Scholarships Committee (CASC) for noting.
Student International
Travel for Study Policy
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/management/stud
ent-international-travel-for-study-policy.html
Timetabling Policy
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/management/time
tabling-policy.html
29
Use of Animals in
Coursework Programs
Policy
Vacation Scholarships
Policy
EXTRACTS OF EDUCATION POLICY RESPONSIBILITY
The implementation of this policy is the responsibility of the Faculty Manager.
URL REFERENCE:
http://www.policy.monash.edu/policybank/academic/education/management/ani
mals-in-coursework-policy.html
The implementation of this policy is the responsibility of the Faculty Manager.
http://www.policy.monash.edu/policybank/academic/education/management/vac
ation-scholarships-policy.html
30