Academic Board Terms of Reference Policy

Fact box

  • Policy owner: Chair, Academic Board
  • Policy category: Academic: Academic Board
  • Policy status: Approved
  • Approval body: Council
  • Endorsement body: Academic Board
  • Last amended: 11th Sept. 2019

Purpose

This policy outlines the membership and responsibilities of Alphacrucis College (AC) Academic Board and its subcommittees.

Scope

Whole College

Policy

ACADEMIC BOARD

Academic Board is established by the AC Constitution as the principal academic body in the College. All academic bodies in the College report to Academic Board. The Board has the following commitments:

1. Membership

Members of Academic Board are expected to attend, face to face or remotely, the majority of the scheduled meetings, normally the entirety of the meeting. For example, in a calendar year of six board meetings, a member is expected to miss no more than two, barring unforeseen circumstances.

1.1 Appointment of a Chair

The Chairperson will be appointed by Council and is an ex officio member of Council. Appointment is for a term of three years.

1.2 Membership

The membership of Academic Board includes:

Ex officio members

  • Chair
  • President
  • Vice President Academic
  • Deputy Vice President Research and Standards
  • Deputy Vice President Student Affairs
  • Chairs of each standing subcommittees of Academic Board
  • If already not included as the chair of a subcommittee of Academic Board:
    • Director of Student Services
    • Director of Academic Quality and Administration
  • Dean or delegated representative from each of AC’s Faculties
  • 1 representative from the LOTE (Korean) department

Appointed/Elected Members

  • two or more external members
  • one student-elected student representative

1.3 Term

For ex officio members, the term will be for the duration of their employment in those positions. External members will be appointed by Academic Board for a term of three years. The student representative is appointed for a term of one year, with the option for re-appointment.

1.4 Secretary

The Chair will appoint a Secretary.

2. Terms of reference

Academic Board performs the functions as outlined in the AC Constitution. These broad functions require Academic Board to:

  1. report to the Council on all issues and policy matters affecting the College’s academic organisation, quality, standards, ethics, practices, processes and resources;
  2. develop and accredit new courses of study which have been approved for development by Council and which fall within the fields for which AC has self-accrediting authority;
  3. approve course of study reviews;
  4. make recommendation to the Council, for degree admission, those students who have satisfied their respective program requirements;
  5. appoint subcommittees of Academic Board;
  6. sustain the development, expertise and autonomy of faculty;
  7. foster an AC research and scholarship culture;
  8. develop, implement and review academic policies, initiatives and related academic requirements;
  9. supervise the development of AC library and teaching resources;
  10. oversee the academic proficiency, safety and wellbeing, and spiritual formation of the student body.

3. Meetings

3.1 Frequency of meetings

Academic Board will meet at least once a quarter, and at other times at the discretion of the Chair.

3.2 Quorum

The quorum for meetings will be at least fifty percent of voting members present in person (including via teleconferencing or videoconferencing).

3.3 Attendance by college staff members

Academic Board can invite any staff member to attend meetings and may refer matters deemed to require attention directly to the appropriate staff member.

4. Reporting to Council

The Chair will include in his/her quarterly report to Council major decisions and outcomes from Academic Board meetings held during the preceding quarter.

5. Sub-committees of Academic Board

Academic Board may delegate any of its powers or functions to subcommittees or advisory boards. The Chairs of each subcommittee are appointed by Academic Board on an annual basis. The current Academic Board subcommittees are:

Learning and Teaching Committee

Chair: Appointed by Academic Board

Membership: A minimum of three faculty (excluding Chair) and one external representative appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

  • student assessment standards, policies, guidelines, practices, comparisons, evaluation of internal monitoring and external moderation;
  • good practice, review and improvement in pedagogy;
  • professional development of faculty in learning and teaching related areas, fostering of academic scholarship activities and overseeing the mentoring of new faculty;
  • review of new and revised subject outlines;
  • ensuring currency of Faculty Register
  • other matters as referred by Academic Board concerning program quality, curriculum standards, academic integrity and misconduct and related issues;
  • other tasks as guided by the AC Learning and Teaching Plan.

Learning and Teaching Committee may appoint ad hoc specialist subcommittees as required.

Research Committee

Chair: Appointed by Academic Board

Membership: A minimum of three faculty (excluding Chair) and one external representative appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

  • fostering a vibrant and productive research culture in the College;
  • exploring opportunities for research collaboration with external organisations;
  • supporting research active faculty to produce high quality published research;
  • encouraging faculty, Higher Degree Research (HDR) candidates and postgraduate students to participate in academic networks and conferences;
  • developing and supporting proposals to funding sources for research funding;
  • ensuring appropriate HDR research supervision training;
  • appointing external examiners of HDR theses;
  • approving major changes to HDR theses after examination, if required;
  • providing direction for AC’s research centres, journal and scholarship publications, where appropriate;
  • measuring and reporting on research outputs and academic scholarship activities;
  • other tasks as guided by the AC Research Plan.

HDR Examinations Advisory Committee

Chair: Appointed by Research Committee

Membership: at least one senior academic (excluding Chair) and one relevant discipline expert as appointed by Research Committee.

Function: HDR Examinations Advisory Committee (EAC) is an ad-hoc committee of Research Committee that is convened, if required, as outlined in the HDR Thesis Examination Policy.

Academic Administration Committee (AAC)

Chair: As appointed by Academic Board.

Membership: Administrative staff and faculty representatives (excluding Chair) as appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

  • monitoring of academic quality and standards;
  • monitoring and co-ordinating academic reporting and other compliance activities, as required;
  • monitoring the quality and compliance of HE Third Party Arrangements and LOTE;
  • ensuring currency of the Faculty Register.

The Academic Administration Committee is advised by: the Higher Education Student Affairs Committee (HESAC); the Vocational Education and Training Student Affairs Committee (VETSAC); and the Admissions Committee. These are subcommittees of the AAC.

HESAC

Chair: Appointed by AAC

Membership: Program Directors (not including Chair) and other staff as appointed by AAC.

Function: addresses student matters that are not guided by usual procedure (e.g. long extension requests due to extenuating circumstances, international student matters).

  • Advises AAC of any other student procedural concerns as raised by Program Directors.

VETSAC

Chair: Appointed by AAC

Membership:, Program Directors (not including Chair) and other staff as appointed by AAC.

Function: addresses student matters that are not guided by usual procedure (e.g. long extension requests due to extenuating circumstances, international student matters).

  • Advises AAC of any other student procedural concerns as raised by Program Directors.

Admissions Committee

Chair: Appointed by AAC

Membership: Program Administrators and one academic representative appointed by AAC.

Function: reviews all student applicants for admission to a course of study to ensure that students satisfy the entry requirements.

  • Reports on students entering awards to AAC.

Human Research Ethics Committee

Chair: Appointed by Academic Board

Membership: Constituted as per Australian national guidelines on research involving human participants.

Function: Human Research Ethics Committee (HREC) is an ad-hoc committee of the Academic Board that is convened to evaluate research proposals involving AC faculty, HDR candidates and coursework students or other AC projects involving human participants that are not classified as "negligible risk." The duties and parameters of the HREC are outlined in the Research Ethics Policy and the Research Ethics Handbook.

  • HREC reports annually to the Academic Board.

Development Committee

Chair: Appointed by Academic Board

Membership: Minimum four members (excluding Chair) appointed by Academic Board.

Function: Carry out the work of Academic Board in the following areas:

  • monitoring changes and developments in the field of vocational and higher education and in government educational policy;
  • overseeing design and development of new courses of study;
  • overseeing course of study review processes;
  • supervision and co-ordination of new delivery sites or changes to existing delivery sites;
  • appointment of Course Development Committees (CDC) and Course Review Committees (CRC);
  • ensuring community engagement and social responsibility are included in course development and review processes;
  • other responsibilities related to government or professional accreditation or registration as required.

Course Development Committee (CDC)

Chair: Appointed by Development Committee

Membership: in addition to relevant AC faculty, at least one external expert in the field.

Function: CDC is an ad-hoc committee of Development Committee that is convened to design and develop new courses. The duties and parameters of CDC are outlined in the Course of Study Design and Development Policy.

Course Review Committee (CRC)

Chair: Appointed by Development Committee

Membership: in addition to relevant AC faculty, at least one external expert in the field.

Function: CRC is an ad-hoc committee of Development Committee that is convened to review current courses. The duties and parameters of CRC are outlined in the Course of Study Review Policy.

External Review Committee (ERC)

Chair: Appointed by CDC or CRC

Membership: in addition to the Chair, at least one other external professional and/or academic expert invited by CDC or CRC.

Function: reviews developed courses or reviewed courses which include a major change. The duties and parameters of ERC are outlined in the Course of Study Design and Development Policy and Course of Study Review Policy.

Development Committee may also appoint ad hoc specialist subcommittees or advisory groups (e.g. Australian Indigenous Advisory Group) to assist in its role.

Responsible for implementation

Chair, Academic Board

Key stakeholders

Whole college


Procedures

Academic Board Terms of Reference Procedures

  • The selection of external members of Academic Board will be based on needs, expertise required, and the proposed external members’ qualifications. When there is need for the appointment of an external member (such as when a current external member’s term expires), the Chair of Academic Board will invite suggestions from the members and approach relevant candidates with the offer to serve on the Board.
  • The student representative to Academic Board is elected by the students. The Director of Student Services chooses the method through which nominees are identified and a ballot is held. Student representatives must be enrolled in a current AC course of study, be able to represent the general needs of students without promoting personal agenda or bias, and agree to confidentiality relating to Academic Board discussions and decisions.