Responsibilities of Stakeholders

The following information summarises the responsibilities of those involved in unit and program reviews, and should be read in conjunction with the core principles and the unit reviews process and program reviews process.

  • Executive Dean / faculty

    • Consult all staff relevant to the areas under review and propose a list of suitable external Panel members and Terms of Reference to Learning and Quality Support for approval by the Provost or PVC(SL). Please note Faculties meet the cost of the airfares for Panel members external to Australia;
    • Establish an Internal Team to coordinate preparation of the Self-Evaluation Report (SER) at least 7 months prior to the scheduled visit of the Review Panel;
    • Publish membership of the Internal Team across the Faculty and encourage staff to participate in the development of the SER. Staff are encouraged to highlight good practice, raise issues and opportunities, and contribute to enhancement plans;
    • Endorse the SER prior to submission to Learning and Quality Support and subsequent distribution to the Review Panel;
    • Ensure SER is completed at least one month prior to Review Panel visit;
    • Advise Review Panel on Faculty and University plans, prior to, and during the Panel’s visit;
    • Attend an exit interview conducted by the Review Panel;
    • Review Panel Report and Recommendations;
    • Respond to recommendations of the Review Panel Report prior to submission to Academic Board by Provost or PVC(SL).

    Develop, execute and monitor Implementation Plan:

    • Academic program reviews:  establish and assign carriage to an Implementation Working Group; approve membership of the Implementation Working Group in consultation with stakeholders;
    • Academic unit reviews: with the Head of School, establish and assign carriage to an Implementation Working Group; approve membership of the Implementation Working Group in consultation with stakeholders;
    • Other academic unit reviews: with the Unit Head, establish and assign carriage to an Implementation Working Group; approve membership of the Implementation Working Group in consultation with stakeholders;
    • Provide Implementation Plan to Learning and Quality Support within six weeks of Academic Board’s consideration of the Review Report;
    • Provide progress reports four months and eight months following the initial Implementation Plan to Learning and Quality Support for submission to Academic Board.
  • Provost (or nominee) or PVC (Student Learning) (or DVC&VP(A) nominee)

    • Approve Terms of Reference for a given review;
    • Approve members of Review Panel for a given review;
    • Prior to the Review Panel meeting, brief the Convener in regard to their roles and responsibilities and indicate if there is any additional information to be provided to the Review Panel by the Executive Officer in the form of a Briefing Paper;
    • Conduct an entry and exit interview with the Review Panel;
    • Liaise with the Convener to finalise the Review Report;
    • Consult with relevant Executive Dean(s)/Unit Head(s) regarding recommendations contained in Review Report;
    • Submit Review Report to Academic Board and/or the Vice-Chancellor’s Executive;
    • Ensure that an Implementation Plan is developed addressing recommendations contained in the Review Report;
    • Ensure that progress of actions described in the Implementation Plan is monitored.
  • Learning and Quality Support

    • Contact the Faculty/Unit to initiate a review;
    • Review any proposed changes to the standard draft Terms of Reference provided by Executive Deans/Unit Heads and submit them to Provost or PVC(SL) for approval;
    • Provide available statistical data in support of the development of the Self Evaluation Report (SER);
    • Submit a list of prospective members for the Review Panel to Provost or PVC(SL) 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;
    • Support the self-evaluation process, and supply SER (endorsed by Executive Dean) to the Review Panel;
    • Prepare Briefing Paper comprised of additional information provided by Provost/ PVC(SL) or Executive Dean, where available, to accompany SER
    • 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:
      • Attain additional information as needed;
      • Record notes on interviews and Review Panel discussions;
      • Arrange additional interviews as requested.
    • Provide the Review Panel with draft of their recommendations on the final day of their visit;
    • Finalise the draft Review Report in consultation with the Review Panel. Submit final Review Report to Provost or PVC(SL);
    • Seek feedback from Faculty prior to consideration by Academic Board or the Vice-Chancellor's Executive, as appropriate;
    • Prepare paper, outlining Executive Dean's feedback, to accompany Review Report to Academic Board or the Vice-Chancellor's Executive, as appropriate;
    • Request development of an Implementation Plan from the Faculty addressing the recommendations approved by Academic Board or the Vice-Chancellor's Executive;
    • Monitor and report on progress of the actions described in the Implementation Plan;
    • Undertake associated reviews management, e.g. maintain Reviews website; HPE filing and associated document management; reporting to the Academic Board.
  • Review panel convenor

    • Liaise with the Executive Officer over the course of the review process, including prior to the Review Panel meeting:
      • Attend a briefing with the Provost or PVC(SL) to discuss the Convener roles and responsibilities and any additional information for the review;
      • Consider background documentation and request additional information if necessary;
      • Lead a brief planning meeting with the external disciplinary expert.
    • After the review has concluded:
      • Develop and finalise the Review Report with the support of the Executive Officer within two weeks.
    • Manage the Review Panel visit including ensuring that:
      • The Terms of Reference of the review are considered and adhered to;
      • Interviewees are dealt with courteously and respectfully;
      • All Review Panel members have an opportunity to contribute;
      • The Review Panel adheres to the meeting schedule;
      • Have regard to the outcomes of University reviews and policy directions, where these are clear;
      • There is a clear understanding of the Review Panel's recommendations by the conclusion of the Review Panel visit so that a briefing can be provided at the exit interview and Feedback Forum for stakeholders;
      • Ensure the Panel has addressed the Terms of Reference in order to facilitate drafting of the report; and
      • Lead the exit interview and Feedback Forum for stakeholders, providing senior management with draft commendations and recommendations and other stakeholders with the major themes arising in the review
  • Review panel members

    • Consider background documentation which will be provided one month before the visit;
    • Participate in a brief planning meeting with the Convener prior to the Panel meeting;
    • Consider the background documentation with independence, impartiality and objectivity within the context of the Terms of Reference;
    • Have regard to the outcomes of University reviews and policy directions, where these are clear;
    • Assist the Convener in ensuring that there is a clear understanding of the Review Panel’s recommendations by the conclusion of the review;
    • After the review has concluded provide input and feedback on the draft Review Report preferably within two weeks
  • Academic Board / Vice-Chancellor's Executive

    • Endorse the final Review Report/s.
    • Approve Implementation Plan Progress Reports.