Related policies and procedures

• Knowledge, Pedagogical Skills, and Qualifications requirements for Educators policy: https://policies.anu.edu.au/ppl/document/ANUP_016608
• Knowledge, Pedagogical Skills, and Qualifications requirements for Educators Procedure: https://policies.anu.edu.au/ppl/document/ANUP_018809

General information

All curriculum objects must have academic oversight. Please refer to the policy and procedure linked above to learn more about the process by which ANU academic staff members are nominated to the role of convenership, and the minimum qualifications they must hold in order to be eligible.

Each role holds different delegations. For more information please contact the College Student Services Team for the charter.

The process for updating academic contact details in the Programs and Courses handbook for the College of Science and Medicine is detailed below for each curriculum object type:

Program - coursework

1. Associate Director (Science) Education for the school that has custodianship of the program contacts the College (science.curriculum@anu.edu.au) with the details of the nomination. This must include confirmation that the staff member is eligible per the Knowledge, Pedagogical Skills, and Qualifications requirements for Educators policy.
2. Education Governance Officer seeks the approval of the Associate Dean (Education).
3. Education Governance Officer generates a program amendment in the Curriculum Management System so that the new convener contact details can be published to the Programs and Courses catalogue. Evidence of approvals is registered in the consultation record as per the email trail.
4. Education Governance Officer updates the First Year Advice page in P&C for the relevant program.
5. Education Governance Officer notifies school that the edits have been made once published to P&C.

Note: Program Convener details can be updated as part of a standard program amendment initiated by the school, in which case it will go through the standard approval processes however the timelines for publication are much longer. Changes to convener details usually need to be updated immediately, so it is much easier to follow the process above.

Program - Higher Degree Research

1. School Director for the school that has custodianship of the program contacts the College (hdr.cos@anu.edu.au) with the details of the nomination for Associate Director (HDR) or HDR Convener roles. This must include confirmation that the staff member is eligible per the Knowledge, Pedagogical Skills, and Qualifications requirements for Educators policy.
2. HDR Governance Officer seeks the approval of the Associate Dean (HDR), arranges for the Delegation Framework to be update and notifies school.
3. If HDR academic contact details need to be updated in the P&C entry, HDR officer notifies Education Governance Officer to initiate a program amendment in the Curriculum Management System. Evidence of approvals is registered in the consultation record as per the relevant email trail.
4. Education Governance Officer notifies school that the edits have been made once published to P&C.

Note: Program Convener details can be updated as part of a standard program amendment initiated by the school, in which case it will go through the standard approval processes however the timelines for publication are much longer. Changes to convener details usually need to be updated immediately, so it is much easier to follow the process above.

Subplan (major, minor, specialisation - including Honours)

1. Associate Director (Science) Education for the school that has custodianship of the subplan contacts the College (science.curriculum@anu.edu.au) with the details of the nomination. This must include confirmation that the staff member is eligible per the Knowledge, Pedagogical Skills, and Qualifications requirements for Educators policy.
2. Education Governance Officer seeks the approval of the Associate Dean (Education).
3. Education Governance Officer generates a subplan amendment in the Curriculum Management System so that the new convener contact details can be published to the Programs and Courses catalogue. Evidence of approvals is registered in the consultation record.
4. Education Governance Officer notifies school that the edits have been made once published to P&C.

Note: Subplan Convener details can be updated as part of a standard subplan amendment initiated by the school, in which case it will go through the standard approval processes however the timelines for publication are much longer. Changes to convener details usually need to be updated immediately, so it is much easier to follow the process above.

Course

Convener details for all courses/classes can be checked through a classes on offer report run from SAS. This is the easiest way to check whether convener details are correct. 

It is advisable to check convener details regularly as this information is used to inform:

• The class summary generation process.
• Timetabling data collection
• SELT eForm creation 

If changes are necessary:

1. Associate Director (Science) Education for the school that delivers the course notifies school administrator with the details of the nomination. The ADSE should only nominate staff members who are eligible per the Knowledge, Pedagogical Skills, and Qualifications requirements for Educators policy.
2. School Student Administrator to update the convener details in the Maintain Schedule of Classes panel in the Student Administration System for the current session/year of delivery and any future scheduled classes. Updating the future scheduled classes prevents incorrect convener details rolling over in future years. To note:
   1. If a class summary for the course/class has already been initiated, it is advisable to update the contact details in both SAS and the class summary entry in CMS (not the course entry in CMS). This will make sure the contact details are correct in both locations.
   2. While the course entry in CMS contains a field for convener details, this information does not write back to SAS. A course amendment in CMS will not update published convener details in P&C.

To note:

If a course is scheduled outside of the annual class scheduling roll-over (eg manually by the school or by ASQO through a Course Publishing Variation request), it is the school's responsibility to add convener details after the course is scheduled.

Professional/Short course and Executive Education

The College professional/short course proforma includes a section called "Staff details, including educational background and expertise". It is the responsibility of the proposer/school to ensure all required evidence is provided. Approval of the teaching team is also approved through the course proposal process.