(1) To provide a basis for formal quality and strategic review of academic Schools. The review will provide an evidence-based assessment of the academic performance of a School and its contributions to the objectives of both the College and University. Reviews also consider the effectiveness of the internal management and operations of the School. (2) Reviews of Schools will normally be conducted on a five year cyclic basis. The review will provide a basis for quality assurance of a School in relation to its academic activities, organisation and management and the resourcing of these to ensure alignment with the University’s Strategic Plan. (3) A calendar of planned reviews will be published, and may be varied at the discretion of the Vice-Chancellor. An out of cycle review may be commissioned at the Vice-Chancellor's discretion or upon the advice of the Deputy Vice-Chancellor (Academic). (4) Provision for formal reviews of Schools is an important element of the University’s planning and quality assurance framework. Generic terms of reference are provided, which are customised, as required, by the Vice-Chancellor. (5) All Schools are covered by this Policy. (6) Reviews of Schools will normally be conducted on a five year cyclic basis. A calendar of planned reviews will be published, and may be varied at the discretion of the Vice-Chancellor. The timing of reviews will take account, to the extent possible of planned professional accreditation visits and other similar external reviews. (7) An out of cycle review may be commissioned at the Vice-Chancellor's discretion or upon the advice of the Deputy Vice-Chancellor (Academic). (8) A Review of a School will: (9) A Review of a School will: (10) School reviews will be conducted cyclically, normally on a five year basis. A calendar of planned reviews will be published, and may be varied at the discretion of the Vice-Chancellor. (11) The timing of reviews will take account, to the extent possible of planned professional accreditation visits and other similar external reviews. (12) A review is formally commissioned by the Vice-Chancellor. (13) The Deputy Vice-Chancellor (Academic), supported by the Planning and Institutional Performance Unit, will make recommendations to the Vice-Chancellor with respect to review timing, terms of reference and panel membership. (14) The Vice-Chancellor will inform the Senior Executive Group, the Academic Board (via Academic Quality Committee) and the University Council when a review has been commissioned. (15) The Vice-Chancellor will issue formal invitations to Panel members, and approve any customisation of the Generic Terms of Reference. (16) Costs associated with the review, including the travel and accommodation costs of the review panel, will be borne by the School under review. (17) Each Review Panel will include: (18) Panel members will be requested to sign a confidentiality agreement. (19) The Deputy Vice-Chancellor (Academic) will provide recommendations to the Vice-Chancellor regarding an appropriate Chair and membership for each Panel. (20) The College Pro Vice-Chancellor and Head of School will be invited to comment to the Deputy Vice-Chancellor (Academic), in confidence, on a proposed short-list of potential panel members so that any potential conflicts of interest can be addressed. (21) The Planning and Institutional Performance Unit will provide support for this process. (22) The Head of School has overall responsibility for the preparation of the self-review document. The School will receive support from the Planning and Institutional Performance Unit in the provision of data to underpin the School’s analysis. (23) The self-review document will be submitted to the Review Panel via the Executive Officer at least six weeks before the panel’s site visit. (24) The Executive Officer will ensure the self-review document is made available to La Trobe staff via the University intranet, and made available on request to relevant external stakeholders. (25) The Head of School will meet with the review panel during the site visit. (26) The Head of School will nominate an administrative officer who will be allocated to support the logistics for the review. (27) The nominated School Administration Officer will work with the panel Executive Officer to make detailed arrangements for the smooth-running of the panel site visit, including calendar invitations, room bookings and catering. (28) The College Pro Vice-Chancellor will be invited to provide comment to the Deputy Vice-Chancellor (Academic) on possible panel members. (29) The College Pro Vice-Chancellor will approve the self-review document prepared by the School prior to its submission, and will meet with the review panel during the site visit. (30) The College Pro Vice-Chancellor will approve the draft plan prepared by the Head of School prior to its submission to the Deputy Vice-Chancellor (Academic). (31) The College Pro Vice-Chancellor plays a key role in supporting the Head of School in the implementation of the agreed Action Plan. (32) The Deputy Vice-Chancellor (Academic) plays a key role in overseeing the review process, including: (33) The Review Panel will: (34) PIPU will appoint an appropriately qualified person to act as Executive Officer to the review panel. This person may be a PIPU staff member, or drawn from another area within La Trobe. The Executive Officer to the panel will provide professional advice and administrative support to the panel. (35) The Executive Officer will: (36) The role of the Executive Officer is fully specified in the Reviews Handbook. (37) The School will receive support from the Planning and Institutional Performance Unit (PIPU) in the provision of data to underpin the self-review portfolio, including comparative data where available. PIPU can also assist by providing advice on drafts of the self-review document. (38) PIPU oversees the work of the panel executive officers, and provides support to the Deputy Vice-Chancellor (Academic) in all aspects of the reviews process. (39) The self-review process provides an opportunity for critical self-assessment by the School, and should identify areas of achievement and success, as well as areas for improvement. Self-assessment focuses on both current and future performance, and includes a critical examination of how the School can contribute most effectively to the College’s and University’s strategic objectives. The School being reviewed will prepare a self-review document to summarise its performance in relation to the review’s Terms of Reference, drawing on appropriate comparative data. (40) The self-review portfolio will: (41) The self-review document will be no longer than 20 A4 pages, excluding appendices, and must address the Terms of Reference for the review. (42) The self-review document allows the School to reflect upon and analyse operations in order to optimise future performance. Consequently, the focus of the submission is to identify future directions and strategic intentions for the School. However, to set the context for the review, it is important to briefly address the School‘s history and its present circumstances with a focus on factors that have contributed to the current operating environment and potential future outlook of the School. (43) The self-review document should include: (44) The self-review document should be used to demonstrate ways in which national standards as articulated by the Higher Education Standards Panel. (45) Core performance data will be sourced with the support of PIPU. Three year trend data should be provided as a default, with relevant comparative data wherever possible. (46) The following information should be included in the self-review document as appendices (47) Planning, Budget and Review (48) Staffing Profile (49) Course Portfolio (50) Research and Research Training (51) Engagement (52) Infrastructure (53) With the exception of submissions clearly marked ‘CONFIDENTIAL’, written submissions to the review panel will be made available on the University intranet, accessible to staff of the University. Submissions will be made available to the review panel at least one week before the site visit. (54) The panel’s site visit schedule is prepared by PIPU, with input from the School under review and the review panel members. The Deputy Vice-Chancellor (Academic) approves the final site visit schedule. (55) The site visit schedule, room bookings and invitations to interviewees will be coordinated by the allocated School Administration Officer and the panel Executive Officer. (56) The review report will be prepared in accordance with the Review Handbook. Within six weeks of the site visit a draft report will be submitted to the Deputy Vice-Chancellor (Academic), who will request the Head of School to check the report for matters of fact as well as circulate the draft to other staff at the Deputy Vice-Chancellor (Academic)'s discretion, for comment. The report will then be returned to the Panel for consideration of comments and final sign-off by the Panel Chair. (57) The Panel will submit the final report to the Deputy Vice-Chancellor (Academic) who will receive the report and make recommendations to the Vice-Chancellor. (58) The Vice-Chancellor will provide the Head of School and relevant College Pro Vice-Chancellor with a copy of the Panel’s report and invite the preparation of an Action Plan, using the approved pro forma. The draft Action Plan will first be submitted by the Head of School to the College Pro Vice-Chancellor and Deputy Vice-Chancellor (Academic) for consideration. The final version of the Action Plan will be submitted by the Deputy Vice-Chancellor (Academic) to the Vice-Chancellor for approval. (59) The Panel’s report is intended to be primarily focussed on the activities of the School. During the process the Panel may identify issues outside the School that impact on its capacity to fulfil its mission. Recommendations related to such issues will be included in the Panel’s Report. At the time of preparing the Action Plan the Deputy Vice-Chancellor (Academic) will seek input from the university officer with accountability for that area to determine the action that needs to be taken and these details will be included in the Action Plan. (60) The Head of School will make the report available to members of the School and consult with School members as appropriate in the development of the Action Plan. (61) The Action Plan will respond directly to the recommendations made by the Panel, and will be prepared in accordance with the format provided by PIPU. (62) Where these relate to matters outside the School the Deputy Vice-Chancellor (Academic) will seek input from the University officer with accountability for that area and include the University actions in the draft Action Plan submitted by the Head of School. (63) The Action Plan will be submitted to the Deputy Vice-Chancellor (Academic) within one month of the invitation to the Head of School. The Deputy Vice-Chancellor (Academic) will provide initial feedback on the draft Action Plan and will submit the final Action Plan to the Vice-Chancellor for formal approval. (64) The Action Plan and the Panel’s Review Report will be presented to Senior Executive Group for noting. The Vice-Chancellor will advise Council and Academic Board (via Academic Quality Committee) of the review findings and recommendations, and of implementation of the Action Plan. (65) The College Pro Vice-Chancellor and the Head of School have a responsibility to monitor the implementation of the Action Plan. (66) Progress Reports – The School will provide the Vice-Chancellor, through the Deputy Vice-Chancellor (Academic), with a consolidated report of progress against each relevant review recommendation at 12 and 18 months and each following 12 months until such time as the next review. (67) The 12 and 18 monthly Progress Reports will be provided to Senior Executive Group; and a summary report provided to Academic Board (via Academic Quality Committee) and Council for noting via the Vice-Chancellor. This process will be facilitated by PIPU. (68) All confidential submissions, drafts of the review report, and notes taken during the review, will be returned by panel members to the secretariat upon completion of the review for confidential disposal. (69) Records Services will retain a copy of the Panel report and associated documentation and submissions. (70) An Executive Summary of the Panel’s report, together with the Panel’s recommendations, will be posted on the University intranet. (71) For the purpose of this Policy and Procedure:School Review Policy
Section 1 - Background and Purpose
Purpose/ Objectives
Preamble
General
Section 2 - Scope
Section 3 - Policy Statement
Top of PageSection 4 - Procedures
Purpose of Review
Timing of Review
Commissioning the Review
Review Costs
Composition of the Review Panel
Formal Appointment of the Review Panel
Role of the Head of School
Role of the School Administration Officer
Role of the College Pro Vice-Chancellor
Role of the Deputy Vice-Chancellor (Academic)
Role of the Review Panel
Role of the Executive Officer, PIPU
Role of the Planning and Institutional Performance Unit
Self-Review Process and Self-Review Document
Publication of Written Submissions to the Review
Arrangements for Site Visit Schedule
Report of the Panel
Scope of the Review Report
Distribution of the Panel Report
School Response to the Report – Action Plan
Reporting on Review Outcomes
Implementation of Action Plans
Records Management
Section 5 - Definitions
Top of PageSection 6 - Stakeholders
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This is not a current document. It has been repealed and is no longer in force.
Responsibility for implementation – Vice-Chancellor; Deputy Vice-Chancellor (Academic); College Pro Vice-Chancellors; Heads of School; Executive Director, Planning and Governance.
Responsibility for monitoring implementation and compliance – Deputy Vice-Chancellor (Academic); Academic Board (via Academic Quality Committee); University Council; and Senior Executive Group.