Academic Standards and Risk Committee Terms of Reference

Status


Last reviewed
Mon, 10 April 2017

To outline the purpose, membership and terms of reference of the Academic Standards and Risk Committee.

Public
visibility
Approved on: 10 Apr 2017
Review cycle: 3 Years
Owned by

Academic Board

Approved by

Academic Board

Category: 
Policy Contact: 
Dean of Academic Administration
Purpose: 

To outline the purpose, membership and terms of reference of the Academic Standards and Risk Committee.

Scope: 

The Academic Standards and Risk Committee is limited to the Higher Education operations of the College.

Statement: 

1 Purpose

The Academic Standards and Risk Committee is a standing subcommittee of the Academic Board and assists the Academic Board to ensure that: 
 
a.    internal standards of the College are monitored to ensure compliance with the mission and values of the College
b.    academic standards are aligned with industry best practice
c.    those standards are uniform across all delivery locations and modes or delivery. 
d.    Academic standards are sufficiently high to meet the requirements of the Higher Education Standards Framework necessary for (re-)accreditation/re-registration processes.

2 Authority 

The Academic Board delegates the following to the Academic Standards and Risk Committee:

  • Determinations regarding students on probation
  • Adjustment of Grades before being issued to students
  • Grant conceded passes to students under limited conditions
  • Override a must-pass requirement in a unit
  • Withhold final fail grades where an assessment is worth > 40% and there is no second marker paperwork

3 Membership

Members of the Academic Board 

1.    Principal (ex officio)
2.    Dean of Academic Administration (Chair)

The Chairperson may co-opt other staff to the Committee when required, these will normally be, but are not limited to:

  1. The Registrar
  2. Course Coordinators
  3. Subject Area Coordinators
  4. Faculty Manager (to facilitate communication with Academic Staff)

4 Roles of Office Holders

4.1 Chairperson

The Chairperson shall be the Dean of Academic Administration.  Additional to the responsibilities of a member, the Chairperson’s responsibilities shall include:

(a) setting and circulating the agenda for meetings of the Committee
(b) chairing the meetings of the Committee
(c) ensuring the Committee and it’s members act in accordance with these Terms of Reference and
(d) reporting to the Academic Board

4.2 Secretary

The Secretary shall usually be the Registrar. Additional to the responsibilities of a member, the Secretary’s responsibilities shall include:
(a) ensuring minutes of the meetings of the Committee are recorded
(b) preparation and circulation of the minutes of meetings to the members of the committee and two weeks previous to the next meeting as appropriate
(c) keep an "attendance list" at every meeting of the Committee, which should include:
(i) date of meeting
(ii) names of members present
(iii) visitor’s names
(iv) apologies

4.3 Members

Members’ responsibilities shall include:
(a) The consideration of all matters relating to the functions of the Committee outlined in these Terms of Reference

5 Meetings of the Committee

The Committee will hold four types of meetings end of study period meetings, policy meetings, an annual statistics review and ad-hoc meetings.

5.1 Frequency and Location

There will be at least one end of study period meeting per study period.

There will be at least two policy meetings per year.

There will be one annual statistics review meeting per year.

Face to face meetings will be held in a classroom or meeting room of the College. Face to face Meetings will be made with at least 2 weeks notice.

Electronic meetings will be held via electronic means with at least one week duration for voting.

5.2 Voting and Recommendations

All issues at face to face meetings shall be by consensus.

All issues at an electronic meeting shall be by majority (51% or more) of those who vote.

5.3 Quorum

For a quorum at least 2 members must be present with at least one being the Chairperson or an alternate and one being a Course Coordinator or Subject Area Coordinator.

5.4 Agenda

The following agenda format is recommended

  • Welcome
  • Apologies
  • Confirmation of Minutes for Previous Meeting
  • Matters Arising from Minutes
  • Scheduled Business
    • End of Study Period Meeting

      • Review of Transfer Credit Granted
      • Review of Grade Distributions
      • Potential Conceded Passes
      • Review of Must-Pass Fails
      • Review of Missing Second Marker for Assessments > 40%
      • Review of Progress of Students and Consistency of Results
      • Review of Progress of Education Students in Regards to the LANTITE
      • Review of Student Feedback
      • Review of External Moderation from Previous Study Period(s)
      • Review of Benchmarking Activities
    • Policy Meeting
      • Policies to be Recommended to the Academic Board for Ratification
    • Annual Statistics Review Meeting
      • Review of Progression, Attrition, Completion Times & Rates by Location
      • Review of Compliance with Higher Education Standards Framework
    • Ad-Hoc Meeting
  • New Business (previously notified to the chair)
  • Any Other Business

5.5 Minutes

Minutes of all meetings of the Academic Standards and Risk Committee shall be recorded and prepared by the Secretary, and distributed to all members

Due to the need to maintain privacy, summary reports will be sent to Academic Board rather than minutes. 

6 Terms of Reference

6.1    General Guidelines

The Academic Standards and Risk Committee shall work with the guidelines of the Academic Board and the requirements of the accrediting and regulating bodies to monitor standards in the delivery, evaluation and improvement of the College’s courses, in the Higher Education and make recommendations to the Academic Board for quality improvement

6.2    Compliance

The Academic Standards and Risk Committee will maintain awareness of changes and developments in regulatory requirements and trends in best practice in Higher Education, and will communicate requirements and develop responses, policies and procedures to meet or exceed the standards required.

Annually, the Academic Standards and Risk Committee will receive a report with respect to the College’s compliance with the Higher Education Standards Framework

The Academic Standards and Risk Committee shall recommend to the Academic Board the implementation of strategies and processes for improvement that are recommended by audit and quality assurance processes.  

6.3 Student & Academic Feedback Review

The Academic Standards and Risk Committee will receive a summary report on the outcomes of semester surveys (SPUD, SPoUT & AFUD).

The Academic Standards and Risk Committee will, as necessary, recommend to the Academic Board action(s) to improve the quality of delivery and teaching.

6.4    Assessment Quality and Validity

6.4.1    Validation of grading

The Academic Standards and Risk Committee shall report to the Academic Board on external moderation of grades carried out according to policy. https://policy.eastern.edu.au/pid/009-assessment-moderation-policy.

The Academic Standards and Risk Committee will recommend to the Academic Board action (s) to improve the quality and consistency of assessment.

6.4.2    Marks Moderation and Adjustment

The Academic Standards and Risk Committee, shall review the grades in each class cohort, determining that the spread and level of grades is appropriate, and that unusual distributions or levels are explained.  Where appropriate, the grades may be adjusted before being issued to students. These actions will be reported to the Academic Board. 

6.4.3.    Grade Array Tracking

The end of study period meeting  the Academic Standards Committee will receive a report comparing data to allow tracking of grade distributions over time, for units, areas of study, modes, locations and courses.

The Committee will report this data to the Academic Board for consideration.

6.5    Policy Awareness, Progress Management and Monitoring

6.5.1    Information to Students

The Academic Standards Committee shall ensure that matters of relevance to study are communicated to students and that policy and other information is available to students in an appropriate and accessible fashion, and in accordance with applicable legislation.

6.5.2    Student Progress Management 

At each end of study period meeting of the Academic Standards and Risk Committee shall systematically monitor students’ course progress and shall be proactive in notifying students and their Course Advisers of identified concerns.

To allow a student to continue to progress the Committee may:

  • concede a pass to a student who submitted all work for a unit and received a final grade of 45-49 when all other units have been successfully completed.
  • ignore the requirement of an assessment task being must-pass when a student fails the assessment task allowing them to receive a pass or the grade based on their final mark
  • mark as incomplete where a failed assessment task is worth greater than 40% of the total assessment and there is no indication of second marking

The Committee may decide to place students on probation when satisfactory progress is not made.

Where results received after an end of study period meeting require a student to be placed on probation the Registrar shall take this action and report it at the next Committee meeting.

To maintain privacy, these actions will be summarised for the Academic Board without student names.

6.5.3    Monitoring of Students at Risk of Failing 

At each end of study period the Academic Standards and Risk Committee will monitor the academic progress of any student whose academic progress has been identified as being of concern and determine if the students should remain on probation, be removed from probation or show cause as to why they should be allowed to continue.

To maintain privacy, these actions will be summarised for the Academic Board without student names.

6.5.4    Monitoring of Approvals for Requests for Transfer Credit

The Academic Standards and Risk Committee end of period meeting shall receive a report from the Registrar regarding the approvals or non-approvals of transfer credit for courses, or part thereof, completed at other tertiary institutions to ensure compliance with College policies

6.5.5    Monitoring of Plagiarism Reports and Grievances

The Academic Standards and Risk Committee will monitor the outcomes of reports of plagiarism and formal grievances and prepare a summary report of incidents to the Academic Board every six months.

To maintain privacy, these actions will be summarised for the Academic Board without student names.

6.6    Policy and Procedure Reviewing

The Academic Standards and Risk Committee will conduct periodic reviews of policies and procedures relating to College operations in its area of responsibility.

6.7    External Referencing and Benchmarking

The Academic Standards and Risk Committee will receive requests and reports of any proposed external referencing or benchmarking exercise.

The Academic Standards and Risk Committee will review any College generated documentation sent as part of external referencing or benchmarking exercises before it is sent.

The Academic Standards and Risk Committee will recommend actions to the Academic Board from the outcomes of any external referencing or benchmarking exercise.