Responsibilities of Stakeholders during Reviews

The following information summarises the responsibilities of those involved in a Program Review, and should be read in conjunction with the Core Principles and the Program Reviews Process and Unit Reviews Process.

Executive Dean / Faculty

• Provide Quality and Reviews staff with any suggested changes to standard draft Terms of Reference for the review;
• Provide Quality and Reviews staff with a list of prospective members for the Review Panel;
• Provide Quality and Reviews staff with a list of stakeholders (internal and external) who will be invited to provide submissions to the Review Panel;
• Provide the Program Review Faculty Submission and/or the Organisational Unit Review Faculty Submission and any other relevant information to Quality and Reviews staff;
• Develop, in consultation with Quality and Reviews, an Implementation Plan addressing the recommendations contained in the Review Report, and provide this to the PVC (Student Experience) within 3 months of Academic Board and/or the Vice-Chancellor’s Committee considering the Review Report; and
• Provide updates on the progress of the Implementation Plan to Quality and Reviews after a further 6 months and then another 12 months.

PVC (Student Experience)  (or DVC&VP(A) nominee)

• Approve Terms of Reference for a given review;
• Approve members of Review Panel for a given review;
• Conduct an entry and exit interview with the Review Panel;
• Consult with relevant Executive Dean(s) regarding recommendations contained in Review Report;
• Submit Review Report to Academic Board and/or the Vice-Chancellor’s Committee;
• Ensure that an Implementation Plan is developed addressing recommendations contained in the Review Report; and

• Ensure that progress of actions described in the Implementation Plan is monitored.

Quality and Reviews staff

• Contact the Faculty to initiate a review;
• Review any proposed changes to the standard draft Terms of Reference provided by Executive Deans and submit them to PVC (Student Experience) for approval;
• Provide available statistical data for inclusion in the Program Review Faculty Submission and/or the Organisational Unit Review Faculty Submission;
• Submit a list of prospective members for the Review Panel to PVC (Student Experience) for approval;
• Contact prospective members regarding availability to sit on a Review Panel;
• Assemble background information relating to the program/unit to assist the Review Panel;
• Contact stakeholders (internal and external) to invite written submissions;
• Arrange and organise the schedule for the Review Panel visit;
• Provide Executive Officer support to the Review Panel, including:
  o Attain additional information as needed;
  o Record notes on interviews and Review Panel discussions; and
  o Arrange additional interviews as requested.
• Provide the Review Panel with draft recommendations within 10 days of the review;
• Prepare and finalise the draft Review Report in consultation with the Review Panel. Submit final Review Report to PVC (Student Experience);
• Seek feedback from Faculty prior to consideration by Academic Board or the Vice-Chancellor’s Committee, as appropriate;
• Prepare paper, outlining Executive Dean feedback, to accompany Review Report to Academic Board or the Vice-Chancellor’s Committee, as appropriate;
• Request development of an Implementation Plan from the Faculty addressing the recommendations approved by Academic Board or the Vice-Chancellor’s Committee;
• Monitor and report on progress of the actions described in the Implementation Plan; and

• Undertake associated reviews management, eg maintain Reviews website; TRIM filing and associated document management; reporting to the Quality Enhancement Committee.

Review Panel Convenor

• Liaise with the Executive Officer over the course of the review process, including:
  o Prior to the review, consider background documentation and request additional information if necessary; and
  o After the review has concluded, liaison in finalising the Review Report.

• Manage the Review Panel visit including ensuring that:
  o The Terms of Reference of the review are considered and adhered 
     to;
  o Interviewees are dealt with courteously and respectfully;
  o All Review Panel members have an opportunity to contribute;
  o The Review Panel adheres to the meeting schedule; and
  o There is a clear sense of the Review Panel’s recommendations by 
     the conclusion of the Review Panel visit.

Review Panel Members

• Consider background documentation;
• Assist the Convenor in ensuring that there is a clear sense of the Review Panel’s recommendations by the conclusion of the review; and

• Provide input and feedback on draft Review Report.

Academic Board / Vice-Chancellor’s Committee

• Consider the final Review Report/s.