• Section 1 - Key Information
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Key Decisions
• Section 5 - Policy Statement
• Section 6 - Procedures
• Part A - Student-Centred Principles
• Part B - Regulatory Compliance
• Part C - Proposal Development
• Part D - Specific Closure Requirements
• Suspension
• Subject Instance Cancellation
• Subject Closure
• Course and Course Component Closure
• Part E - Closure and Teach-Out Planning
• Teach-Out Timeline
• Course Management During Teach-Out
• Part F - Student Transition
• Part G - Communication
• Part H - Student Support
• Section 7 - Definitions
• Section 8 - Authority and Associated Information

Section 1 - Key Information

Section 2 - Purpose

(1) The purpose of this Procedure is to establish a consistent and transparent framework for the suspension, teach-out, transition and closure of courses, course components and subjects.

(2) This Procedure ensures that decisions relating to the closure of academic offerings:

1. maintain academic quality and integrity throughout any teach-out or transition period
2. provide students with reasonable opportunity to complete their intended qualification or transition to an equivalent alternative
3. support effective academic governance and evidence-based decision making
4. ensure that risks associated with course, course component and subject closure are appropriately identified and managed, and
5. comply with the University's legislative and regulatory obligations.

(3) This Procedure supports the University’s compliance with the Australian Qualifications Framework, the Higher Education Standards Framework (2021), the Education Services for Overseas Students Act 2000 (ESOS) and the Tuition Protection Service requirements, where applicable.

Section 3 - Scope

(4) This Procedure applies to the suspension, teach-out, transition and closure of:

1. award courses and course components, including majors, minors and specialisations
2. subjects
3. courses delivered through third-party arrangements
4. any other academic offering approved under the Course and Subject Management Policy.

(5) This Procedure applies to all students enrolled in, admitted to, deferred from, on a leave of absence or holding an accepted offer for an affected course, course component or subject.

(6) This Procedure does not apply to routine curriculum amendments managed through the Course and Subject Management Procedure – Approvals, except where those amendments result in a teach-out or closure of an existing course, course component or subject.

(7) This Procedure does not apply to the governance of:

1. Graduate research courses (see Graduate Research Course Management Policy)
2. Short courses (see Short Courses Policy).

Section 4 - Key Decisions

Section 5 - Policy Statement

(8) This Procedure forms part of the Course and Subject Management Policy which governs its application.

Section 6 - Procedures

Part A - Student-Centred Principles

(9) The University recognises that decisions to suspend or close a course, course component or subject may significantly affect students' educational experience and academic progression.

(10) Decisions made under this Procedure must prioritise the interests of students by minimising disruption to their studies while maintaining the quality and integrity of the University's awards and ensuring that students undergoing teach-out or transition arrangements are supported to achieve the approved learning outcomes for their award.

(11) The University is committed to ensuring that decisions made under this Procedure support equitable opportunities for successful course completion. Closure and teach-out decisions must consider the needs of identified student cohorts, including cohorts experiencing educational disadvantage.

(12) Where an approved change would affect enrolled students, the University will implement transition arrangements, academic advising, and support to enable those students to complete their course or transfer to an equivalent program with no disadvantage.

(13) The no-disadvantage principle requires the University to take reasonable steps to avoid academic, financial, regulatory or progression disadvantage for affected students. It does not require the University to maintain an existing course, course component, subject, delivery mode or location indefinitely where reasonable alternative arrangements are available.

(14) For the purposes of this Procedure, disadvantage may include, but is not limited to:

1. delay to or inability to meet the expected requirements for course completion
2. increased tuition or administrative costs
3. loss of access to equivalent delivery modes
4. impacts on professional accreditation outcomes, such as registration eligibility
5. unreasonable changes to workload or progression sequencing
6. adverse visa or Confirmation of Enrolment (CoE) implications for international students.

(15) Students who are nearing completion of a course or course component must, wherever reasonably practicable, be prioritised for teach-out arrangements.

(16) Academic standards, learning outcomes, staffing capability, learning resources, and student support available during teach-out arrangements must remain equivalent to those normally expected for the course or subject prior to closure.

(17) Decisions to suspend or close a course, course component or subject must be educationally justified, evidence-based and give sufficient time for affected students to make appropriate decisions concerning their course.

(18) Requirements under this Procedure must be applied in a manner proportionate to the scale, complexity, student impact and educational risk of the proposed suspension, teach-out, transition or closure. Lower-risk changes may be managed through streamlined assessment, documentation and monitoring where affected students can continue or complete their studies through reasonable alternative arrangements.

(19) The University will ensure that decisions are communicated clearly, implemented consistently, and supported by documented responsibilities, timelines and monitoring arrangements.

Part B - Regulatory Compliance

(20) All decisions made under this Procedure must comply with applicable legislative, regulatory and accreditation requirements, including obligations relating to student protection and professional accreditation.

(21) The University will ensure that course closures are planned and implemented in a manner that avoids, wherever reasonably practicable, circumstances that may give rise to Provider Default. Approved teach-out, transition or alternative study arrangements must be established before delivery is discontinued.

(22) Where circumstances arise that may result in Provider Default, the University will implement contingency arrangements to protect affected students and comply with all applicable legislative and regulatory requirements, including any required notifications and student protection measures.

Part C - Proposal Development

(23) Proposals to suspend or close courses, course components or subjects must be approved in accordance with the Course and Subject Management Procedure – Approvals.

(24) A proposal to suspend or close a course, course component or subject may arise through:

1. course review or internal academic governance activities
2. strategic planning or portfolio review
3. annual course monitoring
4. changes to professional accreditation requirements
5. changes to legislative or regulatory requirements
6. declining demand or demonstrated lack of educational sustainability
7. changes to staffing, facilities or learning resources.

(25) As part of the preliminary assessment, the School proponent must identify and assess any implications of the proposed suspension or closure for professional accreditation, legislative and regulatory compliance, and determine whether additional approvals, notifications or transition arrangements will be required.

(26) Where it is determined that a closure proposal will proceed, the School proponent must prepare approval documentation, coordinated by the Course Management Team, including:

1. a Student Impact Assessment for all affected student cohorts
2. a Closure Management Plan, where required
3. evidence of consultation with affected stakeholders
4. communications for affected student cohorts, and
5. any additional information required under the Course and Subject Management Procedure – Approvals.

(27) Consultation for suspension or closure proposals must:

1. be undertaken before the proposal proceeds for approval and be documented within the proposal, unless the School proponent determines that consultation is not required and records the rationale for that decision
2. include areas needed to assess academic, operational and student impacts, including placements, professional accreditation stakeholders, third-party providers and pathway partners
3. be sufficient to identify and assess relevant academic, operational and student impacts and include mitigation and resolution strategies.

(28) A proposal must not proceed to implementation until all required approvals have been obtained.

Part D - Specific Closure Requirements

Suspension

(29) A course or course component may be suspended for a period of up to 24 months, in which no enrolments may occur unless specifically approved.

(30) A subject may be suspended for a period of up to 24 months, in which no enrolments may occur.

(31) Before the expiry of the suspension period, the School proponent must determine whether the offering will be reinstated, proceed to closure, or remain suspended where approved under delegated authority.

Subject Instance Cancellation

(32) A subject instance may be cancelled for a specific teaching period, location or mode where it is determined that the instance will not proceed.

(33) Before approving the cancellation of a subject instance, the School proponent, in consultation with the Course Management team, must assess the impact on students to ensure that students are able to continue their studies without disadvantage.

(34)  The impact assessment must consider:

1. the availability of an equivalent subject instance in another teaching period, location or mode
2. student progression and prerequisite requirements
3. impacts on international students’ CoE, including enrolment load and study mode requirements
4. impacts on pathway students in an articulation agreement
5. impacts on placements or professional accreditation requirements, where applicable, and
6. any other matters relevant to supporting student progression.

(35) The Course Management team must advise affected students of the cancellation, the reasons for the decision, and any alternative enrolment arrangements as soon as practicable after approvals are obtained.

Subject Closure

(36) A subject may be approved for closure where one or more of the following applies:

1. the subject is no longer required to support any course or course component
2. all students requiring the subject have completed it or have appropriate transition arrangements in place
3. the educational rationale for the subject no longer exists
4. the subject has been replaced by an approved equivalent subject
5. the University is unable to maintain the academic resources necessary to deliver the subject, or
6. closure forms part of an approved course revision or course closure.

(37) Where a subject is a core or core-option requirement in a course or course component, it must not be closed until an approved course revision or transition arrangement is in place.

(38) Where closure of a subject requires students to undertake an alternative subject to complete their course or course component, the School proponent must ensure that:

1. equivalent subject learning outcomes can be achieved
2. progression through the course is maintained
3. transition arrangements are documented and communicated to affected students, and
4. the requirements of the no-disadvantage principle are met.

Course and Course Component Closure

(39) A new course must be delivered for at least one full-time equivalent duration before a proposal for a major revision or closure (see Table 3 in the Course and Subject Management Procedure - Approvals) can be considered, unless earlier action is required to meet legislative, regulatory or professional accreditation requirements.

(40) Following approval of a course or course component closure, Admissions and Scholarships must cease making offers for the course from the approved implementation date, and the Marketing division must arrange for the cessation of all promotional and recruitment activities, including those undertaken by agents and third-party providers.

Part E - Closure and Teach-Out Planning

(41) A Closure Management Plan must be prepared by the Course Management team with the School proponent for all approved course closures and any significant course revision that requires students to complete their studies through teach-out or transition arrangements. The content and level of detail in the plan must be proportionate to the number of affected students, complexity of transition arrangements, accreditation or regulatory issues, availability of viable alternatives, and operational risk.

(42) The Closure Management Plan must document:

1. the rationale and the implementation approach (see associated documents - Teach Out and Transition Decision Framework)
2. analysis of affected student cohorts
3. measures to ensure compliance with the University's no-disadvantage requirements
4. management of pathway arrangements and third-party delivery, where applicable
5. subject mapping and approved transition arrangements
6. impact on tuition and additional costs
7. the student communication and support strategy, and
8. arrangements for maintaining professional accreditation and regulatory compliance throughout the teach-out period.

Teach-Out Timeline

(43) The teach-out timeline must provide affected students with a reasonable opportunity to complete or transition and must be determined having regard to the scale, complexity, student impact and sustainability of the closure. The timeline may be shorter than the maximum period of study where reasonable alternative arrangements are available and may vary having regard to:

1. the progression requirements of affected students
2. any credit granted through Recognition of Prior Learning (RPL)
3. professional accreditation requirements
4. regulatory obligations, and
5. the availability of staffing, learning resources and required subjects.

(44) The approved teach-out period must provide affected students with a reasonable opportunity to complete their studies within the published timeframe for the course wherever reasonably practicable, or to transition to an equivalent alternative where continued delivery of the existing offering is not educationally, operationally or financially sustainable.

(45) Through the Annual Course Monitoring process, the responsible Course Coordinator must monitor the implementation and effectiveness of approved teach-out and transition arrangements for affected student cohorts. Where monitoring identifies emerging issues or risks to student progression, academic quality or regulatory compliance, appropriate action must be taken to address those matters.

(46) The approved teach-out period will not be extended solely because an individual student has failed to make satisfactory academic progress. Where a student is unlikely to complete within the approved teach-out period, the responsible Associate Dean (Learning and Teaching) must review the student's circumstances and determine appropriate completion arrangements in accordance with this Procedure.

(47) Where the approved teach-out period extends beyond the expiry of professional accreditation, the responsible Dean must ensure that accreditation is maintained (in accordance with the Course and Subject Management Procedure – Approvals) or that appropriate alternative arrangements are implemented, to enable affected students to complete an accredited qualification.

(48) In exceptional circumstances, the Director, Higher Education Standards may approve admission to a later stage of a teach-out course where this supports student progression and does not compromise the approved teach-out arrangements or extend the approved teach-out period.

Course Management During Teach-Out

(49) Course revisions during teach-out must be limited to those necessary to support student completion, maintain academic quality, satisfy professional accreditation requirements or facilitate approved transition arrangements.

(50) Where new majors or specialisations become available within an approved replacement course, they may be incorporated into a teach-out course where this supports student progression and is consistent with the approved course structure.

(51) Where a major or specialisation within a tagged award course is suspended or in teach-out, students enrolled in that award must retain the opportunity to complete the approved component or an approved equivalent must be made available.

Part F - Student Transition

(52) Transition to an equivalent course, course version, subject or other approved alternative may be preferred to extended teach-out where continued delivery of the existing offering is not educationally, operationally or financially sustainable and reasonable alternatives are available.

(53) Students must be transitioned to an alternative course or course version where:

1. teach-out arrangements cannot support successful completion
2. continuation of the existing course would result in unreasonable disadvantage
3. the approved teach-out period is shorter than the maximum period of study for one or more student cohorts
4. regulatory, professional accreditation or operational requirements prevent continuation of the existing course.

(54) Where a student transfers to an equivalent course, the University will recognise all completed study through the application of credit within the transfer process.

(55) Students who transfer will be awarded the qualification associated with the course in which they ultimately complete their studies.

(56) Depending on students’ circumstances, transition arrangements may include one or more of the following:

1. transfer to an equivalent course or course version
2. enrolment in approved replacement subjects or course components
3. cross-institutional study arrangements
4. for international students who elect not to continue their studies at the University, the issuance of a release in accordance with legislative and regulatory requirements.

(57) A course, course component or subject may only be deactivated once all student obligations have been met, all regulatory obligations have been satisfied, and relevant University records have been updated.

(58) Once deactivated, a course, course component or subject must not be reactivated except through approval as a new academic offering.

Part G - Communication

(59) Following approval of the suspension or closure of a course, course component or subject, the Course Management team with the School proponent must provide affected students with timely, accurate and accessible information regarding the approved arrangements and the support available to enable successful completion or transition. Appropriate communication with affected students must be maintained throughout the teach-out or transition period to ensure information remains accurate, timely and consistent with approved arrangements.

(60) Communication with affected students must include, as relevant:

1. the approved decision and implementation timeframe
2. the student's available teach-out, transition or alternative study arrangements
3. any impacts on course progression, completion requirements or professional accreditation
4. available academic, administrative and wellbeing support services, and
5. the University's complaints and appeals processes.

Part H - Student Support

(61) Students who are identified as being at risk of not completing their studies within the approved teach-out period, or who may otherwise experience disadvantage as a result of the approved arrangements, must be provided with individual academic advice and appropriate administrative or wellbeing support to assist them in completing or transitioning their studies.

Section 7 - Definitions

(62) For the purpose of this Procedure:

1. closure: the final cessation of a discontinued course item following completion of all approved teach-out arrangements, satisfaction of regulatory and academic requirements, and withdrawal of the course item from the University's active academic portfolio
2. Closure Management Plan: the approved implementation plan that documents the academic, administrative and student support arrangements necessary to manage the discontinuation, teach-out and closure of a course item
3. core: a compulsory cognate component of a course structure that contains essential knowledge required for the course
4. core-option: a subject-level choice within a course structure that enables students to complete a required specialisation or approved subject option (eg, a choice of WIL placement or project)
5. course component: an approved element of a course structure, including a major, minor, specialisation, stream or other approved curriculum component that contributes to the completion requirements of an award course
6. deactivate: the final administrative process of removing a closed course item from active University systems following completion of all academic, regulatory and student obligations
7. discontinuation/discontinued: the approved decision / status to permanently cease admission to, enrolment in, or delivery of a course item. Discontinuation initiates the implementation of teach-out and/or transition arrangements for affected students but does not itself constitute closure. 
8. maximum period of study: the maximum time for a student to complete a course, calculated by doubling the years required to complete the course on a normal full-time basis and adding one year. This applies except where a professional registering body specifies a shorter period.
9. School proponent: the role in the relevant School that is responsible for carriage of a proposal for a changed or new subject or course up to the submission for approval stage. This is the Subject Coordinator (subjects), or Course Coordinator or Head of Department (courses).
10. subject instance: a scheduled offering of an approved subject for a specific teaching period, location and/or mode of delivery
11. suspension: the temporary cessation of admissions, enrolments, or delivery of a course item, with the intention that the offering may recommence at a future date. Suspension does not constitute discontinuation or closure.
12. teach-out: the academic and administrative arrangements implemented following discontinuation to enable affected students to complete the requirements of a course item, or to transition to an approved alternative, within a specified period
13. teach-out timeline: the approved duration and schedule for delivery and completion activities during the teach-out period
14. teach-out period: the period commencing on discontinuation of a course or course component, which concludes when all affected students have either completed, transferred, withdrawn, or otherwise exited the course item, and closure requirements have been satisfied
15. transition: the academic and administrative process by which a student affected by the suspension, teach-out or closure of a course item is supported to successfully continue and complete their studies through an approved alternative pathway, including transfer, replacement study, or other approved arrangement.

Section 8 - Authority and Associated Information

(63) This Procedure is made under the La Trobe University Act 2009.

(64)  Associated information includes:

1. Guidelines for Closure, Teach-out and Transition
2. Closure Management Plan Template