PURPOSE
This policy addresses the discontinuation of an academic course offered by Leaders Institute (LI). Discontinuation may occur because of changes in student demand, an alteration to strategic positioning in a particular market or a major course revision.
SCOPE
All courses
PRINCIPLES
LI ensures that:
- all affected students and staff are provided with the Teach-Out Plan to assist with course planning;
- enrolled students are not unreasonably disadvantaged by the discontinuation of Institute courses and can complete their course within a reasonable time frame and meet the learning outcomes of the course;
- appropriate transition paths for affected students are provided to an alternative course at LI or another higher education provider;
- students are entitled to complete the LI course in which they are enrolled, including all compulsory elements and any requirements for professional accreditation;
- there is consideration of student load the teach out strategy;
- no substantive changes are made to a course in the teach-out phase, nor any transfer arrangements agreed with other institutions, without approval by Academic Board and consultation with affected students;
- the quality of the course and supporting resources are maintained to the end of the teach-out period;
- external stakeholders involved in the delivery of the course, including the provision of Work-Integrated Learning (WIL) opportunities, are availed of the discontinuation in a timely manner;
- there are effective and equitable course transition plans and/or teach-out strategies in place if a course is discontinued in accordance with the relevant regulatory and legislative requirements;
- academic standards are maintained to when a course is discontinued;
- requirements of the Tuition Protection Scheme are maintained;
- students in the discontinued course can either complete their studies in another LI course, with another provider, or receive a refund of unused tuition fees;
- a decision to discontinue a course is supported by the Communication Plan and Teach-Out Plan;
- Development Committee provides quarterly reports to Academic Board regarding the teach-out process.
COMMUNICATION PLAN
The decision to discontinue a course is communicated to all relevant stakeholders, including:
- Applicants: who have been accepted and returned their Offer Letter for a course entering teach-out are offered an alternative LI course or a full refund of tuition fees. Applicants who have not accepted an Offer Letter are contacted and offered another LI course.
- Education Agents: are informed of changes to course offerings and any students recruited by them that are impacted by a course entering teach out within one (1) month of a decision by Governing Board. Alternative courses and arrangements are provided to ensure that accurate and up to date information is provided to potential applicants.
- Current Students: are advised in writing as soon as practicable that their current course will no longer be offered and is entering a teach-out period. A teach-out timetable and recommended final intake date is provided. The advice explains the teach-out arrangements and includes information about available alternative course options, such as:
- transfer to another LI course, if applicable;
- early exit from the discontinued course with a nested award, if applicable, with full refund of unused tuition fees;
- transition to another higher education provider with full refund of unused tuition fees;
- remain for the teach-out period.
The relevant Program Director or delegated representative holds scheduled meetings with students to explain teach-out processes, discuss student support services available, and to address any concerns. A contact person is nominated to deal with student enquiries about teach-out processes. The relevant Program Director or delegated representative prepares and supplies individual plans for all students to assist in mapping their progression to completion within the designated teach-out period.
TEACH-OUT PLAN
The Teach-Out Plan includes the following:
- current students are advised that the qualification cannot be issued after expiry of the teach-out period, so they must complete the award within the transition period. Students intending to complete the discontinuing course are contacted by the Program Director or delegated representative and a completion plan is developed;
- the relevant Program Director or delegated representative provides each student with an individualised course map for the teach-out period and communicates regularly with students regarding the teach-out. Students are expected to take the units required to complete the course when offered;
- students are given reasonable notice of changes to course offerings, including fees and associated costs;
- LI assists students enrolled in the course who would like to transfer to another course and claim a refund for unused tuition fees according to the Refund Policy;
- students who are on approved leave from a course that is to be discontinued are advised that they may return to complete the course, provided they re-enrol no later than the end of the period of approved leave. Any leave approved after the discontinuation process has commenced is negotiated with the student on the basis that a return to the course in which the student was enrolled may not be possible;
- students may retake a failed unit only if it continues to be offered at LI and the student can still complete the retaken unit prior to the teach-out end date. In exceptional circumstances, unscheduled units will be allowed to ensure a student can meet the course requirements;
- students who fail to make satisfactory academic progress and are dismissed from the course under the provisions of the Progression and Exclusion Policy lose their right to benefit under the teach-out arrangement.
STUDENT SUPPORT
LI supports students throughout discontinuation of a course, and no student is unreasonably disadvantaged in terms of course duration, cost, or quality of learning experience. Wellbeing support is provided by the Student Support Team to ensure that all associated administrative requirements that may arise during the teach-out are managed smoothly and do not place undue burdens on students.
Students choosing to transfer to another accredited higher education provider are assisted by the Vice President Academic or delegated representative. Refund of unused tuition fees are organised by the Registrar.
The relevant Program Director or delegated representative prepares and supplies individual plans for each student remaining in the course to assist in mapping their progression to completion within the designated teach-out period.
PROCEDURES
To terminate a course, the following steps are undertaken:
1. Proposal
A proposal for discontinuation of a course is prepared by Development Committee. It includes (as appropriate):
- impact on strategic plan, mission, vision, and values of LI;
- viability of the course;
- previous course reviews and reports from accrediting bodies;
- financial implications;
- feedback from students, staff, and other stakeholders;
- Communication Plan and Teach-Out Plan;
- managing and monitoring termination.
2. Endorsement by Executive Management Team and Academic Board
The proposal is tabled to Executive Management Team and Academic Board for endorsement.
3. Approval by Governing Board
If endorsed by Executive Management Team and Academic Board, the proposal is recommended to Governing Board for approval.
4. Communication to stakeholders
Discontinuation of a course is communicated in time to allow:
- currently enrolled students to complete the course, or to transfer to other courses in or outside LI;
- potential applicants to make alternative arrangements;
- timely replacement of academic staff who wish to discontinue with LI because of a course discontinuation;
- timely communication to students, staff, alumni, and other stakeholders in a systematic manner, considering LI’s legislative and regulatory responsibilities.
5. Teach-Out Plan
After discontinuation of a course is approved by Governing Board, a material change notification and teach-out application (if required) are lodged with TEQSA, and the Teach-Out Plan is implemented.
MANAGING AND MONITORING DISCONTINUATION
Academic Board is responsible for monitoring the discontinuation of a course. Academic Board may provide guidance and make recommendations to ensure that academic standards are maintained during the decision process and teach out period.
The relevant Program Director is responsible for development and implementation of discontinuation plans and the management and co-ordination of all transitional arrangements. Students and staff are consulted on a regular basis during the teach-out to ensure that all parties are satisfied with continuing teach-out arrangements and responsibilities. The relevant Program Director reports to Academic Board regarding teach-out arrangements.
APPEALS
Students seeking to resolve a dispute or question arising under this policy must do so in accordance with the Complaints, Grievances, and Appeals Policy.