• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Policy
• Section 4 - Procedure
• Agreements and Contracts
• Credit
• Revising Courses
• Reaccreditation of Courses
• Closing Courses, Contract Termination or Expiry
• Course Delivery
• Marketing and Promotion
• Administration
• Invoicing Arrangements
• Staffing
• Governance
• Quality Assurance, Monitoring and Evaluation
• Third Party Provider Operations Manuals and Student Information portal
• Section 5 - Roles and Responsibilities
• Section 6 - Definitions

Section 1 - Purpose

(1) This Procedure sets out the requirements and processes for the management and delivery of University of Canberra (University) units and courses by third party providers, in Australia and in other countries.

(2) This Procedure should be read in conjunction with the Course Delivery by Third Party Providers Policy. 

Section 2 - Scope

(3) This Procedure has the same scope as the Course Delivery by Third Party Providers Policy. 

(4) The Vice-Chancellor or a member of the Executive may approve an exception to this Procedure. All exceptions must be clearly and accurately documented.

Section 3 - Policy

(5) Refer to Course Delivery by Third Party Providers Policy. 

Section 4 - Procedure

Agreements and Contracts

(6) Due diligence and risk assessment processes will determine the strategic, academic, fiscal and resource viability of a proposal for a third party provider agreement. Due diligence reporting will form part of the supporting documentation for any new arrangement with a third party provider.

(7) Proposed new arrangements with third party providers will be put forward with express agreement from the faculty or faculties responsible for courses to be managed or delivered by a third party provider and after consultation with appropriate University support units. All new and renewed third party provider arrangements will be formalised by legal documentation as defined by Legal.

(8) For any proposed new agreement, Legal must be consulted on the development and implementation of all new contracts, renewed contracts and contractual variations. Legal will advise on the form and content of new, renewed and varied contractual arrangements.

(9) Requests to Legal for the development of a new contract or agreement documentation must be accompanied by the relevant due diligence reports, any existing agreements between the parties, relevant background to the proposed partnership, and a full brief of what has been agreed between the parties.

(10) Contracts will be endorsed by a member of the Executive group and receive final approval from the Vice-Chancellor, or in the case of major third party provider from the University Council (per the Reserved Powers of Council).

(11) It is a condition precedent to all agreements pertaining to third party delivery of University awards that all new courses and new course offerings, and changes to existing third party provider courses, be approved by the Academic Board of the University.

(12) Written notification of approval of new contracts by the Vice-Chancellor will be made by Educational Partnerships to all relevant faculties and University support units. 

New Course Approval

(13) All new courses and new offerings of existing courses delivered with third party providers will be subject to the approved course approval process as outlined in the New Course Development Policy and New Course Development Procedure.

(14) Written notification of Academic Board approval of new courses and new offerings of existing courses delivered with third party providers will be provided to all relevant committees, faculties and University support units.

(15) New courses and new offerings of existing courses delivered with third party provider will not be made active, marketed or accept student admissions applications until:

1. the relevant contract or contract variation has been signed
2. Academic Board has approved the course offering;
3. the new course offering and third party provider has been notified to the Tertiary Education Quality and Standards Agency (TEQSA) and received the appropriate approvals or acknowledgement from the regulator; and
4. the new course or new course offering is registered on Commonwealth Register of Institutions and Courses for Overseas Students (CRRICOS) at the location if the course is going to offered to international students at an onshore location.

(16) Where the course is delivered offshore all required approvals from the local regulatory body must also be confirmed prior to marketing or student admissions. Courses may be accredited or approved by Academic Board subject to the signing of the relevant contract or contract variation. 

(17) New courses and new course offerings may be administered under unique course stream codes and relevant location and mode of delivery. The location or mode of delivery may be reflected in the course title.

Credit

(18) Where articulation arrangements are approved for courses delivered by third party providers, the faculty will ensure units are available for articulating students to commence their course. The University will determine according to the Credit Procedures the credit to be granted to individual students.

Revising Courses

(19) Revisions to courses offered through third party providers will be endorsed by the Executive Dean and Associate Dean, Education of the owning faculty and will be forwarded via the Faculty Board to Curriculum Committee for noting before submission to Academic Board. All revisions must be completed in accordance with University policy.

(20) In revising courses, faculties must ensure continuing students are offered suitable units to meet the learning outcomes of the course and in an appropriate timeframe.

Reaccreditation of Courses

(21) Courses delivered through third party providers are subject to the University’s Course Monitoring, Review and Improvement Procedure. Such courses will be subject to course reaccreditation within seven years of commencement.

(22) Courses delivered by a third party may be subject to course reaccreditation at a different time, or at the same time, as the same or comparable courses offered in other locations or modes of delivery.

Closing Courses, Contract Termination or Expiry

(23) Closure of a course to new admissions in a teaching period, removal of a course from the Academic Program or termination/expiry of a third party provider agreement will be managed in accordance with the contract.

(24) The responsible faculty will ensure transition plans for existing students are developed and implemented consistent with the University’s obligations to enable existing students to complete their course in a reasonable time.

(25) Individual students may be admitted to a course in a teaching period not listed on the University’s Academic Program only with the permission of the Executive Dean of the owning faculty.

(26) Any proposal to remove a course from the Academic Program or terminate a third party provider agreement will be forwarded with associated transition plans and teach out provisions by the responsible faculty to the third party provider for review, to Academic Board for endorsing and to the University Council for final approval. Once approved, the faculty and third party provider will monitor the implementation of transition plans.

(27) Written confirmation of approved termination of third party provided courses and associated teach out provisions will be provided by Educational Partnerships to Quality Assurance for communication to the Tertiary Education Quality and Standards Authority (TEQSA), the government regulator.

Course Delivery

(28) If the University wishes to change the academic delivery method of a course, it must do so in accordance with the process specified in the contract.

(29) Teaching periods will be aligned with the University academic calendar at other locations unless otherwise determined by the University.

(30) Minimum student numbers for a course or a unit to be offered in a teaching period are at the discretion of the University. The parties will make every effort to achieve consensus on minimum student numbers taking into account the progress and welfare of students, any contractual arrangements and external obligations such as those contained in the Education Services for Overseas Students Act 2000 (Cth).

(31) Any discipline specific specialist equipment necessary for the provision of a unit forming part of a University award will be utilised in equivalent units when provided by third parties.

Language of Instruction

(32) If any parts of the course of study or assessment leading to the qualification were conducted in a language other than English, then this must be included on the testamur, record of results and graduation statement, in accordance with the Threshold Standard 1.5 (6)(c) and 1.5(7)(g). 

Marketing and Promotion

(33) All promotional material must be to the University standard (as defined in the Brand and Marketing Policy and Procedure) and approved by University’s Director, Marketing prior to public distribution. All promotional material will contain the University CRICOS code, the Provider ID and the University Category.

(34) Any promotion of a third party provided course to recruit students will describe the education services accurately and in full including the nature of courses, facilities and opportunities available for cross location student experiences in full compliance with the Higher Education Standards Framework (Threshold Standards) 2021, Education Services for  Overseas Students Act 2000 (Cth) and its related code of practice where relevant.

Administration

(35) When a third party provider is an international institution the University and the appropriate authorities of the host country must fully and formally approve a transnational program before it is offered.

(36) The international third party partner is responsible for notifying and providing the University with certification of the host government’s approval before the partner institution is permitted to commence publicity, recruitment activities and issue applications. The University must also give prior written permission before these activities are undertaken.

(37) No offer can be made to a student before the University has received the government approval documentation and relevant approvals from the Australian Higher Education regulator, TEQSA. The University must provide prior written advice to the third party provider of its acceptance of such approvals and willingness to commence offer rounds.

(38) Students in the University’s third party programs will enrol in the University course, and this will be stated in the Letter of Offer.

(39) Each student admitted to a University third party provided course must satisfy the normal University of Canberra admission and enrolment conditions.

(40) Arrangements for the granting of credit will be detailed in the contract with the third party provider. Any credit transfer arrangement must be approved according to the Credit Procedures.

(41) University staff will process applications and enrol students into the course (where applicable). Any original documents or certified copies required must be  received and sighted by University staff before students are admitted.

(42) Relevant rules, policies and procedures of the University will apply to all students enrolled in its courses provided by or with third party providers.

(43) Graduating students may attend a University conferring of awards ceremony in Canberra. A presentation ceremony may also be held at the location of the third party provider.

Invoicing Arrangements

(44) Invoicing procedures for third party providers will be as per the documented Operations Manual (refer to Third Party Provider Operations Manual and Student Information Manuals below). 

Staffing

(45) Complete staffing profiles will be provided by the third party provider for all academic staff teaching within courses, and, where applicable, academic support staff, to enable the University to evaluate the suitability of staff. Each individual staffing profile will include the following information:

1. academic qualification;
2. employment experience;
3. a detailed explanation of the staff member’s role and responsibility within the course (i.e. course convener, tutor, lecturer); and
4. where appropriate, a statement of equivalence as per Academic Staff Qualifications and Professional or Industry Experience Equivalence Policy.

(46) Faculties are responsible for the collation and completion of staffing profiles. 

(47) Where the third party provider is not recognised by TEQSA as a ‘University’, the third party provider will use University selection criteria when assessing the suitability of academic staff to deliver, teach or assess a University course or unit. The University has the right of veto over all academic staff appointments.

Governance

(48) The University is responsible for quality assurance of all aspects of third party provider arrangements. Students are University of Canberra students in relation to the University course/s or unit/s in which they are enrolled.

(49) The University and the third-party provider will each appoint a representative at senior management level to liaise regarding operation of the agreement and provision of teaching programs and services.

(50) The third party provider will appoint a person to manage the delivery of services and liaise with third party provider staff.

(51) The University will designate a University staff member as the contact person for third party arrangements.

(52) To ensure ongoing oversight of courses delivered by third parties, a member of the University academic staff (commonly the convener of the comparable course in Canberra) will be appointed as the academic contact for each course. The third party will also appoint a course coordinator for each course. The University contact and third party provider course coordinator will act as the point of liaison for all academic matters related to the partnership, for example, course and unit revisions, staffing updates etc. 

(53) University staff in the relevant faculty and support units will provide induction and orientation for staff at the third party provider, including training on University legislation, policies, procedures and processes, before the commencement of teaching.

(54) Following the establishment of a new third party arrangement, an operations group of staff from both institutions will organise and coordinate information, communication, actions, responsibilities, systems and procedures for the delivery and review of courses, and the support and administration of students.

Quality Assurance, Monitoring and Evaluation

(55) Reports detailing academic performance across the quality assurance cycle, particularly for the commencing teaching periods for any new partnership will be provided to Governance bodies on a regular basis.

(56) A number of quality assurance reporting cycles for third party provider arrangements are utilised to inform continuous improvement including:

(57) The University, through the nominated Faculty Associate Dean, will monitor the performance of individual courses delivered with third party providers through a schedule of regular reports to AQSC.

(58) The University, through Educational Partnerships, will review and evaluate third party provider arrangements through a regular schedule of Annual Partner Review (APR) reports to Academic Quality and Standards Committee.

(59) The schedule of Annual Partner Review reporting will be conducted by  Educational Partnerships and will be reviewed and approved by AQSC in the first quarter of each calendar year.

(60) The purpose of these Annual Partner Reports is to:

1. assure academic and business quality in the programs being delivered by third party providers;
2. monitor changes to the arrangements with third party providers; and
3. provide an opportunity to exchange information and discuss issues critical to the maintenance of quality and standards with third party providers.

(61) Student feedback will be sought and included within all review and evaluation processes.

(62) Procedures relating to an APR are as follows:

1. The APR template is sent to the partner to self-assess and provide responses (and documentation where relevant).
2. Educational Partnerships collects the partner’s self-assessment and requests review and assessment from responsible faculties and University business units. Further clarification from the partner may also be sought if required.
3. Relevant faculties and responsible University business units complete the findings and recommendations table to provide their comments, and any recommendations.
4. Educational Partnerships collate and assess the responses from partners and internal stakeholders. Compliance ratings are provided against each criteria and recommendations developed based on compliance status. 
5. Completed APR is sent to AQSC (via Faculty Boards)for discussion and noting. Any recommendations resulting from the review process, including any new recommendations from AQSC, will be subsequently provided to Academic Board.
6. AQSC will monitor the status of the recommendations.
7. Any relevant recommendations will be provided back to the partner and the relevant faculty by Educational Partnerships so they can amend or update processes and operations as required. 

(63) Procedures for Final Review & Evaluation (FRE) are:

1. FRE will take place at the conclusion of a contract with a third party provider.
2. Educational Partnerships and Enterprise Partnerships will, with the support of relevant faculty and University support units, prepare the FRE to review and evaluate issues relating to:
   1. governance;
   2. management;
   3. learning and teaching;
   4. progress against previous review and evaluations recommendations; and
   5. strategic, business and financial arrangements.
3. FRE documentation will also address future relations with the third party provider.
4. Upon receipt AQSC will discuss the FRE and consider any recommendations relevant to ongoing partner management. 

Third Party Provider Operations Manuals and Student Information portal

(64) The University will maintain a third party provider’s Operations Manual describing the key information needed by staff managing or teaching University of Canberra courses through third party providers.

(65) The manual will set out the standards, methods and requirements expected of all parties with respect to the teaching, delivery, delivery methods, and academic administration of each course, as well as requirements around scholarly practice. The University may choose to provide specific sections tailored to individual providers as required.

(66) In consultation with the third party provider, the University will publish and maintain information for prospective and enrolled students via the UC web portal on the relevant partner pages and via MyUC. 

1. The web portal will cover course information and student services, resources and facilities available from the University and/or the third party as specified in the contract.
2. Contents include such matters as key dates, the student portal and learning management system, study resources and assistance, student support, student rights and responsibilities, mobility, credit, assessment and academic progress.

(67) Educational Partnerships will develop operations manuals and the student information web portal in consultation with the third party partner, faculties and relevant business units. Updates on reviews and changes to partner Operations Manuals will be provided to AQSC. 

Section 5 - Roles and Responsibilities

(68) Responsibilities of each party will be set out in the contract for a third party arrangement. Where the contract provides for specific services to be managed or delivered by the third party, the responsibility of the relevant University support unit may be limited to overseeing service provision and ensuring that academic standards, learning and teaching, facilities or services meet the needs of students and are equivalent to those provided by the University in other locations and delivery modes. Responsibilities in this section must be considered in this context.