Higher Education Third Party Arrangement Implementation and Administration Policy

Fact box

Purpose

The purpose of this policy is to outline the procedures to regulate the implementation and administration of both onshore and offshore Alphacrucis College (AC) Higher Education (HE) Third Party Arrangements for the provision of HE courses of study, infrastructure, facilities and services.

Scope

All HE Third Party delivery sites of the College

Policy

AC HE Third Party Arrangements are governed by appropriate contracts or written agreements, whereby a Third Party delivers part or all of AC courses of study.

AC is responsible for ensuring that delivery and administration of all AC courses of study by a Third Party meet the standards required. Third Party Arrangements must comply with AC’s policies and procedures. Agreements and contracts for Third Party Arrangements include clauses providing for monitoring and review of those arrangements against the requirements of the Threshold Standards to ensure that the arrangements continue to provide adequately for their intended purposes.  Monitoring and review processes are used to ensure AC quality and standards are maintained, and that AC policies and procedures are followed.

Responsible for implementation

Chair, Academic Administration Committee

Key stakeholders

All AC staff and students involved in HE Third Party Arrangements


Procedures

HE Third Party Arrangement Implementation and Administration Procedure

AC maintains continuing appointment of a Third Party Arrangement Liaison Officer to be responsible for coordinating the quality assurance arrangements and liaising with all staff and departments who have responsibility for overall review and management of the quality of AC programs under the Third Party Arrangement. Responsibilities will include:

i)  act as primary point of contact between AC staff and Third Party staff;

ii)  coordinate and organise Third Party Management Committee meetings;

iii) collect and collate all reports required at the Third Party Management Committee meetings;

iv) liaise with the Third Party and AC departments to ensure all reporting, compliance and requirements are being met, including:

  • assessment and communication of cross credit options;
  • cooperation and engagement in AC’s academic governance and quality assurance procedures;
  • implementation of the AC student management system if required or integration with the Third Party student management system;
  • appropriate sharing and management of student records;
  • contextualisation of admission criteria and comparable entry requirements, developed through the standard AC processes;
  • Moodle access, induction and support;
  • accounts and financial reporting sufficient for AC to ensure the ongoing financial viability of the Third Party;
  • consistent application of the fee schedule agreed upon by AC and the Third Party;
  • notification to AC of Third Party academic calendars, teaching periods, timetables and census dates;
  • library and information services access for staff and students.

There will be regular communication between AC and Third Party staff. Generally, the AC Third Party Arrangement Liaison Officer or senior AC officer will also conduct a site visit meeting on a bi-annual basis.

A Third Party Management Committee will be appointed. This Committee will organise and coordinate information, communication, actions, responsibilities, and procedures necessary to monitor the implementation of the reporting, compliance, and other requirements mentioned above.

Third Party Arrangement Handbook and Student Handbook

AC will provide the Third Party with a Third Party Arrangement Handbook, describing the key information needed by staff managing or teaching AC courses under Third Party Arrangements. The Handbook will set out the standards, methods and requirements expected of both parties with respect to the teaching, delivery, delivery methods and academic administration of each course. It will also include process for contextualisation of subjects for local contexts.

In consultation with AC, the Third Party provider will develop and maintain a Student Handbook for prospective and enrolled students in AC courses at the Third Party. The Manual will cover course information and student services, resources and facilities available from AC and/or the Third Party. It will include all necessary information for AC students at the Third Party, such as: key dates, Moodle instructions, study resources and assistance, student support, student rights and responsibilities, mobility, credit, assessment and academic progress.

Report Requirements

It is expected that the Third Party will participate in all AC Quality Assurance Framework and AC Curriculum and Assessment Quality Assurance System processes, as well as other quality reviews as required.

The Third Party Arrangement Liaison Officer will ensure all required information is received from the Third Party Provider and is distributed to the appropriate AC committees and/or departments utilising the following reports:

  • Pre-Semester report: teaching schedules; student orientation and induction plan and requirements; planned student support services; semester student enrolment targets; admission procedures to be submitted to the Academic Administration Committee
  • Census date report:enrolment numbers; review of applications and formal acceptance of applicants into awards to be submitted to the Academic Administration Committee;
  • Post-semester report: review of student support services report; report of student performance on the campus; reporting and improvement plans;
  • Annual reports:

i)  program reports using the AC template;

ii)  research report in conjunction with the AC Director of Research;

iii) student support report in conjunction with the AC Director of Student Services;

iv) learning and teaching report in conjunction with the AC Director of Learning and Teaching;

v) staff performance appraisals.

Faculty Register

All Third Party faculty members must provide CVs noting experience, qualification and research status, for approval by AC Deans of Faculties. Third Party faculty will undergo online induction and orientation programs. Third Party faculty members will be provided the opportunity to participate in the mentoring and professional development activities of AC.

Student Support Services

While AC is responsible for Student Support Services, the Third Party, in liaison with the AC Director of Student Services, must provide agreed and appropriate teaching support and infrastructure areas (Library, IT, etc.) to support the program/courses being delivered in arrangement with the Third Party provider.

Equity of student experience across campuses

AC ensures the equity of student experience across all campuses and Third Party Arrangements through the following means:

  • online student orientation and induction processes;
  • monitoring and measuring student experience and satisfaction through Student Feedback Surveys;
  • student support measures, including grievance/dispute resolution arrangements.

The Third Party must ensure that all students enrolled in AC programs at their location have access to these programs and measures.

Assurance Arrangements

If, for any reason, an agreement should be terminated while students are enrolled in the program, AC is responsible for ensuring that students under Third Party Arrangements have an appropriate opportunity to complete their studies, including transition arrangements.

Governance and Quality Assurance

AC is ultimately responsible for students and quality assurance of all aspects of Third Party Arrangements.